Constitution

TUGGERANONG COMMUNITY COUNCIL INC
CONSTITUTION

AN ASSOCIATION INCORPORATED UNDER THE
ASSOCIATIONS INCORPORATION ACT 1991OF THE AUSTRALIAN CAPITAL TERRITORY
as Amended by a Resolution at a
General Meeting of the Association
held on 3 March 2005

Association                        Community Council Incorporated (hereinafter called "The Association").
Interpretation                   In these rules, unless a contrary intention appears -

"Financial year"   means year ending on 30th June;

"ordinary committee member, means a member of the committee who is not an office bearer of the association as referred to in Rule 5 sub-rule (I); "secretary" means the person holding office under these rules as secretary of the association or, where no such person holds that office, the public officer of the association;

(a) a reference to a function includes a reference to a power, authority and duty; and

(b) a reference to the exercise of a function includes, where the function is a power, authority of duty, a reference to the exercise of the power or authority or the performance of the duty.

apply to and in respect of these rules in the same manner as those provisions would so apply if these rules were an instrument made under the Associations Corporations Act 1991

(b) To enhance and improve the economic, cultural, social and environmental well being of Tuggeranong residents, and community groups;

(d) To contribute to the physical and social planning of and the development of, the Tuggeranong Valley ;

(e) To ensure that the interests of youth, the aged and other groups in the district are properly represented; and

(5.1) In addition to the objects of the Association the powers of the Association shall be deemed to include:

(a) the purchase, taking on lease or in exchange, and the hiring or otherwise acquiring of any real or personal property that may be deemed to be necessary or convenient for any of the objects or purposes of the Association;

(c) the construction, maintenance, and alteration of building or works necessary or convenient for any of the objects or purposes of the Association;

(d) the accepting of any gift, whether subject to a special trust or not, for any one or more of the objects or purposes of the Association;

(e) the taking of such steps from time to time as the committee or the members in general meeting may deem expedient for the purpose of procuring contributions to the funds of the Association;

(f) the printing and publishing of such newspapers, periodicals, books, leaflets, or other documents as the committee or the members in general meeting may think desirable for the promotion of the objects and purposes of the Association;

(g) the borrowing and raising of money in such manner and on such terms as the committee may think fit or as may be approved or directed by resolution passed at a general meeting; and securing the repayment of money so raised or borrowed or the payment of a debt or liability of the Association by giving mortgages, charges or securities upon or over all or any of the real or personal property of the Association.

(h) subject to the provisions of the Trustee Act 1957, the investment of any moneys of the Association not immediately required for any of its objects or purposes in such manner as the committee may from time to time determine;

(i) the making of gifts, subscriptions, or donations to any of the funds, authorities, or institutions to which paragraph (a) of subsection (1) of section 78 of the Income Tax Assessment Act 1936 of the Commonwealth relates;

(j) the establishment and support, or aiding in the establishment or support, of associations, institutions, funds, trusts, schemes, and conveniences calculated to benefit servants or past servants of the Association and their dependents, and the granting of pensions, allowances, or other benefits to servants or past servants of the Association and their dependents, and the making of payments towards insurance in relation to any of those purposes;

(k) the establishment or support, or any other association formed for any of the basic objects of the Association;

(l) the doing of all such lawful things as are incidental or conducive to the attainment of the objects of the Association or any of the powers specified in the foregoing provisions of this sub-rule.

(5.1) In these rules, unless the contrary intention appears, “general meeting” means a general meeting of members convened in accordance with rule 13, "ordinary committee member" means a member of the committee to whom paragraph (b) of sub-rule (1) of rule 23 relates.

(5.2) In these rules, expressions referring to writing shall, unless the contrary intention appears, be construed as including references to printing, lithography, photography, and other modes of representing or reproducing words in a visible form.

(5.3) Words or expressions contained in these rules shall be interpreted in accordance with the provisions of the Interpretation Act 1967 and that Act in force on the date on which those rules are adopted by the Association.

(6.1) A person who is nominated and approved for membership as provided in these rules is eligible to be a member of the Association on payment of the annual subscription prescribed in, or fixed under, these rules.

(6.2) A person who is not a member of the Association at the time of incorporation of the Association shall not be admitted to membership -

(a) unless a principal resident of Tuggernong or conducts a business with a registered place of work in Tuggeranong , or is the principal representative of a community organisation based in Tuggeranong.

(b) shall be accompanied by the written consent of the person nominated (which may be endorsed on the form of nomination); and

(6.4) As soon as is practicable after the receipt of a nomination for membership, the Secretary of the Association shall refer the nomination to the committee.

(6.5) Upon a nomination being approved by the committee, the Secretary shall, with as little delay as possible, notify the nominee, in writing, that he has been approved for membership of the Association and, request the nominee to pay within 28 days after receipt of the notification of the sum payable under these rules. Upon receipt of the sum payable by or on behalf of the nominee as their first year's subscription, shall enter the nominee's name in a register of members to be kept by the Secretary, whereupon the nominee becomes a member of the Association.

(6.6) A member of the Association may, at any time, resign from the Association by delivering or sending by post to the Secretary a written notice of resignation.

(6.7) Upon receipt of a notice under sub-rule (8) of this rule, the Secretary shall remove the name of the member by whom the notice was given from the register of members, whereupon that member ceases to be a member of the Association.

(6.8) A right, privilege, or obligation of a person by virtue of his membership of the Association -

(b) terminates upon the cessation of their membership, whether by death, resignation, or otherwise. (See Rule

(7.1) members are not liable to contribute towards payment of liabilities of the Association on a winding up).

(7.2) the income and property of the Association, however derived, shall be applied solely towards the promotion of the objects and purposes of the Association and no portion thereof shall be paid or transferred, directly or indirectly, by dividend, bonus, or otherwise, to any member of the Association.

(a) appoint a person who is a member of the committee to any office of the Association to the holder of which there is payable any remuneration by way of salary, fees, or allowances; or

(b) pay to any such person any remuneration or other benefit in money or money's worth (other than the repayment of out-of-pocket expenses).

(7.3) Nothing in the foregoing provisions of this rule prevents the payment in good faith to a servant or member of the Association-

(a) remuneration in return for services actually rendered to the Association by the servant or for goods supplied to the Association by the servant or member in the ordinary course of business;

(a) of all sums of money received by the Association and the matter in respect of which the receipt or expenditure takes place; and

(b) of the property, credits, and liabilities of the Association, and subject to any reasonable restrictions as to time and manner of inspecting them that may be imposed by the Association for the time being, those accounts shall be open to the inspection of the members of the Association.

(8.2) The Treasurer of the Association shall faithfully keep all general records, accounting books, and records of receipt and expenditure connected with the operations and business of the Association in such form and manner as the committee may direct.

(8.3) The accounts, books and records referred to in sub-rules (8.1) and (8.2) of this rule shall be kept at the Association's office or at such other place as the committee may decide.

(9.1) The Treasurer of the Association shall, on behalf of the Association, receive all monies paid to the Association and forthwith after the receipt thereof issue official receipts therefore.

(9.2) The committee shall cause to be opened with such bank as the committee selects a banking account in the name of the Association into which all monies received shall be paid by the Treasurer as soon as possible after receipt thereof.

(9.3) The committee may receive from the Association's bank or bankers for the time being the cheques drawn by the Association on any of its accounts with the bank or bankers and may release and indemnify the bank or bankers from and against all claims, actions, suits, or demands that may be brought against the bank or bankers arising directly or indirectly out of those cheques or the surrender thereof to the Association.

(9.4) Except with the authority of the committee, no payment of a sum exceeding twenty dollars shall be made from the funds of the Association otherwise than by cheque drawn on the Association's bank account, but the committee may provide the Treasurer with a sum to meet urgent expenditure, subject to the observance of such conditions in relation to the use and expenditure thereof as the committee may impose.

(9.5) No cheques shall be drawn on the Association's bank account except for the payment of expenditure that has been authorised by the committee.

(9.6) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by any two members of the committee or employees of the association, authorised to do so by the committee.

(10.1)At each annual general meeting of the Association, the committee shall appoint a person, as auditor of the Association, who;

(10.2) A person so appointed shall hold office until the annual general meeting next after that at which he is appointed, and is eligible for re-appointment.

(10.3) The first auditor of the Association may be appointed by the committee before the first annual general meeting, and, if so appointed, shall hold office until the first annual general meeting, unless previously removed by a resolution of the members at a general meeting, in which case the members at that meeting may appoint an auditor to act until the first annual general meeting.

(10.4) If an appointment is not made at an annual general meeting the committee shall appoint an auditor of the Association for the then current financial year of the Association.

(10.5) If a casual vacancy occurs in the office of auditor during the course of the financial year of the Association, the committee may appoint a person as the auditor and that person so appointed shall hold office until the next succeeding annual general meeting.

(11.1) Once at least in each financial year, the accounts of the Association shall be examined by the auditor.

(11.2) The Committee shall take all reasonable steps to ensure that the audit of the Association 's accounts is completed at least 14 days before the audited statement is required to be presented at the annual general meeting, held before 30th September. (See Rule 12, Sub-rule 2. A.G.M.)

(11.3) The auditor shall certify as to the correctness of the accounts of the Association and shall report thereon to the members present at the annual general meeting.

(11.4) In his report, and in certifying to the accounts, the auditor shall state

(b) whether, in his opinion, the accounts are properly drawn up so as to exhibit a true and correct view of the financial position of the Association according to the information at his disposal and the explanations given to him and as shown by the books of the Association; and

(11.5) The Public Officer, Treasurer or Committee of the Association shall cause to be delivered to the auditor a list of all accounts, books and records of the Association.

(a) has a right of access to the accounts, books, records, vouchers, and documents of the Association;

(b) may require from the servants of the Association such information and explanations as may be necessary for the performance of his duties as auditor;

(d) may, in relation to the accounts of the Association, examine any member of the committee or any servant of the Association

(12.2) The annual general meeting shall be held on such day (being not later than five months after the close of the financial year of the Association) as the committee may determine.

(12.3) The annual general meeting shall be in addition to any other general meetings that may be held in the same year.

(12.4) The annual general meeting shall be specified as such in the notice convening it.

(a) to confirm the minutes of the last preceding annual general meeting and of any general meeting held since that meeting;

(b) to receive from the committee, auditor, and servants of the Association reports upon the transactions of the Association during the last preceding financial year;

(12.6) The annual general meeting may transact special business of which notice is given in accordance with these rules.

(12.7) All general meetings other than the annual general meeting shall be called special general meetings.

(13.1) The committee may, whenever it thinks fit, convene a special general meeting of the Association.

(13.2) The committee shall, on requisition in writing of not less than five members, convene a special general meeting of the Association.

(13.3) A requisition for a special general meeting shall state the objects of the meeting and shall be signed by the requisition's and deposited at the office of the Association and may consist of several documents in like form, each signed by one or more of the requisition

(13.4) If the committee does not cause a special general meeting to be held within twenty-one days from the date on which a requisition therefore is deposited at the office of the Association, the requisitionists, or any of them, may convene the meeting; but any meeting so convened shall not be held after three months from the date of deposit of the requisition.

(13.5) A special general meeting convened by requisitionists in pursuance of these rules shall be convened in the same manner as nearly as possible as that in which those meetings are convened by the committee, and all reasonable expenses incurred in convening the meeting shall be refunded by the Association to the persons incurring them.

(14.1) Except where the nature of the business proposed to be dealt with at a general meeting requires a special resolution of the Association, the Secretary shall, at least 14 days before the date fixed for the holding of a general meeting, cause to be sent by prepaid post to each member at the members address appearing in the register of members, a notice specifying the place, date and time of the meeting and the nature of the business proposed to be transacted at the meeting.

(14.2) Where the nature of the business proposed to be dealt with at a general meeting requires a special resolution of the association, the Secretary shall, at least 21 days before the date fixed for the holding of the general meeting, cause notice to be sent to each member in the manner provided in sub-rule (1) specifying, in addition to the matter required under that sub-rule, the intention to propose the resolution as a special resolution.

(14.3) The Association may accept business, other than those items appearing on the agenda, from the floor, on issues directly affecting Tuggeranong.

(14.4) A member desiring to bring any business before a general meeting may give notice in writing of that business to the Secretary who shall include that business in the next notice calling a general meeting given after the receipt of the notice from the member.

(15.1) All business that is transacted at quorum at general meetings and all business that is transacted at the annual general meeting, with the exception of that specially referred to in these rules as being the ordinary business of the annual general meeting, shall be deemed to be special business.

(15.2) No item of business shall be transacted at a general meeting unless a quorum of members entitled under these rules to vote is present during the time when the meeting is considering that item.

(15.3) Five members personally present, (being members entitled under these rules to vote thereat) constitute a quorum for the transaction of the business of a general meeting.

(15.4) If within one hour after the appointed time for the commencement of a general meeting a quorum is not present, the meeting, if convened upon the requisition of members shall be dissolved; and in any other case it shall stand adjourned to the same day in the next week, at the same time (unless another place is specified by the President at the time of the adjournment or by written notice to members given before the day to which the meeting is adjourned) at the same place, and if at the adjourned meeting a quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members present (being not less than three) shall constitute a quorum.

(15.5) All special general meetings, general meetings and committee meetings, other than executive committee meetings, are open to members of the public, however, members of the public are not entitled to vote on any question before the Association.

(16.1) The President, or in his/her absence, the Executive Officer shall preside as President at every general meeting of the Association.

(16.2) If the President and Executive Officer are absent from a general meeting, the members shall elect one of their number to preside as President thereat.

(17.1) The President of a general meeting at which a quorum is present may, with the consent of the meeting, adjourn the meeting from time to time and place to place, but no business shall be transacted at an adjourned meeting other than the business left unfinished at the meeting at which the adjournment took place.

(17.2) Where a meeting is adjourned for fourteen days or more, the like notice of the adjourned meeting shall be given as in the case of the original meeting.

(17.3) Except as provided in the foregoing provisions of this rule, it is not necessary to give any notice of an adjourned meeting.

(18.1) A question arising at a general meeting of the Association shall be determined on a show of hands and unless before or on the declaration of the show of hands a poll is demanded, a declaration by the President that a resolution has, on a show of hands, been carried, or carried unanimously, or carried by a particular majority or lost, and an entry to that effect in the minute book of the Association is evidence of the fact, without proof of the number or proportion of the votes recorded in favour of, or against, that resolution.

(19.1) Upon any question arising at a general meeting of the Association, a member has one vote only, provided that where an organisation has more than one member present, only one vote per organisation is allowed.

(19.3) In the case of an equality of voting on a question the President of the meeting is entitled to exercise a second or casting vote.

(19.4) To be eligible to vote at an annual general meeting a member must be financial and have attended at least 4 regular monthly meetings in the current calendar year prior OR be a representative of a community or government organisation and have attended a minimum of 4 regular monthly meetings in the calendar year.

(20.1) If at a meeting a poll on any question is demanded it shall be taken at that meeting in such manner as the President may direct, and the result of the poll shall be deemed to be the resolution of the meeting on that question.

(21.1) A poll that is demanded on the election of a President, or on a question of adjournment, shall be taken forthwith, and a poll that is demanded by any other question shall be taken at such time before the close of the meeting as the President may direct.

(22.1) The affairs of the Association shall be managed by a committee of management constituted as provided in rule 23.

(b) may, subject to these rules, exercise all such powers and functions as may be exercised by the Association other than those powers and functions that are required by these rules to be exercised by general meetings of members of the Association;

(c) subject to the Ordinance and these rules, has power to perform all such acts and things as appear to the committee to be essential for the proper management of the business and affairs of the Association; and

(d) shall appoint a Public Officer who shall be a resident of the Australian Capital Territory . The Public Officer shall act until he resigns or his successor is appointed by the committee.

3.2) A person who holds any position other than ordinary membership in a political party, or is an elected representative or is standing for election in either the Australian Federal Parliament or the Legislative Assembly of the Australian Capital Territory, is not eligible to be an officer or an ordinary committee member of the Association.

(23.3) The provisions of sub-rules (2), (3) and (4) of rule 24, so far as they are applicable and with necessary modifications, apply to and in relation to the election of persons to any of the offices mentioned in sub-rule (1) of this rule.

(23.4) Each officer of the Association shall hold office until the annual general meeting next after the date of his election but is eligible for re-election.

(23.5) In the event of a casual vacancy in any office mentioned in sub-rule (1) of this rule, the committee may appoint one of its members to the vacant office, and the member so appointed may continue in office up to and including the conclusion of the annual general meeting next following the date of his appointment.

(23.6) A person who wishes to nominate for membership to the Executive must be a resident of Tuggeranong i.e. whose principal residence is in Tuggeranong.

Officers are to be elected from existing financial members who have attended at least 6 meetings in the current calendar year.

At the annual general meeting prospective new officers are to give an outline of their experience and why they wish to stand for election.

(24) Constitution of committee \

(24.2) Each ordinary committee member shall, subject to these rules, hold office until the annual general meeting next after the date of his election, but is eligible for re-election.

(24.3) In the event of a casual vacancy occurring in the office of an ordinary committee member, the committee may appoint a member of the Association to fill the vacancy, and the member so appointed shall hold office, subject to these rules until the conclusion of the of the annual general meeting next following the date of his appointment.

(a) The Executive of the Association, where necessary, may appoint members to honorary office positions on the Council.

(b) Honorary Officers may hold such positions as youth officer, health officer, environment officer, education officer, roads and traffic officer, safety officer, sports officer, police officer or any other position deemed necessary by the Executive.

(c) The role of an Honorary Officer is to assist the Executive Committee with issues relevant to their area of expertise. Honorary Officers may attend the first half hour of an executive meeting if there is any pressing business to discuss. Honorary officers will be required to give a report at public meetings. Honorary Officers have no voting rights at an executive level.

(25.1) Nominations of candidates for election as ordinary committee member the Association

(a) shall be made in writing signed by two members of the Association and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination); and

(b) shall be delivered to the Secretary of the Association at least ten days before the date fixed for the holding of the annual general meeting.

(25.2) If insufficient nominations are received to fill all vacancies on the committee, the candidates nominated shall be deemed to be elected and further nominations shall be received at the annual general meeting.

(25.3) If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated shall be deemed to be elected.

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

(25.5) The ballot for the election of officers and ordinary committee members shall be conducted at the annual general meeting in such usual and proper manner as the committee may direct.

(26.1) For the purposes of these rules, the office of an officer of the Association or of an ordinary committee member becomes vacant if the officer or committee member

(b) becomes bankrupt or applies to take or takes advantage of any law relating to bankrupt or insolvent debtors or compounds with his creditors;

(f) fails, without leave granted by the committee, to attend three consecutive meetings of the committee;

(h) fails to pay all arrears of subscription due by him within fourteen days after he has received a notice in writing signed by the Secretary stating that he has ceased to be a financial member of the Association.

(27.1) The committee shall meet at least once in each quarter at such place and at such times as and of the committee may determine.

(27.2) Special meetings of the committee may be convened by the President, or any four of its members.

(27.3) Notice shall be given to members of the committee of any special meeting, specifying the general nature of the business to be transacted at such a meeting.

(27.4) Any three members of the committee constitute a quorum for the transaction of business of a meeting of the committee.

(27.5) No business shall be transacted unless a quorum is present and if within half an hour of the time appointed for the meeting a quorum is not present, the meeting shall stand adjourned to the same place at the same hour of the same day in the following week unless the meeting was a special meeting, in which case it lapses.

(b) if the President and the Executive Officer are absent, such one of the remaining members of the committee as may be chosen by the members present shall preside.

(27.7) Questions arising at meetings of the committee or of any sub-committee appointed by the committee shall be determined by a show of hands or, if demanded by a member, by a poll taken in such manner as the person presiding at the meeting may determine.

(27.8) Each member present at a meeting of the committee or of any sub-committee appointed by the committee (including the person presiding at the meeting) is entitled to one vote and, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.

(27.9) Written notice of each committee meeting shall be served on each member of the committee by delivering to him at a reasonable time before the meeting or by sending it by post in a prepaid letter addressed to him at his usual or last known place of abode in time to reach him in due course of post before the date of the meeting.

(28.1) A member of the committee who is interested in any contract or arrangement made or, proposed to be made with the Association shall disclose his interest at the first meeting of the committee at which the contract or arrangement is first taken into consideration, if his interest then exists, or, in any other case, at the first meeting of the committee after the acquisition of his interest.

(28.2) If a member of the committee becomes interested in a contract or arrangement after it is made or entered into he shall disclose his interest at the first meeting of the committee after he becomes so interested.

(28.3) No member of the committee shall vote as a member of the committee in respect of any contract or arrangement in which he is interested and if he does so his vote shall not be counted.

(29.1) The committee may at any time appoint a sub-committee from the committee as it may think fit and shall prescribe the powers and functions

(29.2) The committee may co-opt as members of a sub-committee such persons as it thinks fit, whether or not those persons are members of the Association, but a person so co-opted is not entitled to vote.

(29.3) Three appointed members of a sub-committee constitute a quorum at a meeting of the sub-committee.

(29.4) The Secretary of the Association is responsible for calling meetings of a sub-committee.

(29.5) Written notice of each sub-committee meeting shall be served on each member of the sub-committee by delivering it to him at a reasonable time before the meeting or by sending it by post in a prepaid letter addressed to him at his usual or last known place of abode in time to reach him in due course of post before the due date of the meeting.

(29.6) The President, Secretary, Treasurer, and the Executive Officer constitute an executive committee, which may issue instructions to the Public Officer and the servants of the Association in matters of urgency connected with the management of the affairs of the Association during the intervals between meetings of the committee, and where any such instructions are issued shall report thereon to the next meeting of the committee.

(30.1) Until otherwise fixed pursuant to sub-rule (2) of this rule, the annual subscription payable by members shall be prescribed by the committee.

(30.2) The amount of the annual subscription may be altered from time to time by the members by resolution.

(30.3) The annual subscription of a member is due and payable on or before the first day of the financial year of the Association.

(31.1) The financial year of the Association is the period beginning on the 1st of July in each year and ending on the 30th of June next following.

(32.1). A notice may be served by or on behalf of the Association upon any member either personally or by sending it through the post in a prepaid letter addressed to the member at his usual or last known place of abode.

(33.1) Subject to this rule, the committee may expel a member from the Association if, in the opinion of the committee the member has been guilty of conduct detrimental to the interests of the Association.

(33.2) The expulsion of a member pursuant to sub-rule (1) of this rule does not take effect

(a) until the expiration of fourteen days after the service on the member of a notice under sub-rule (3) of this rule; or

(b) if the member exercises his right of appeal under this rule, until the conclusion of the special general meeting convened to hear the appeal, whichever is the later date.

(33.3) Where the committee expels a member of the Association, the Secretary of the Association shall, without undue delay, cause to be served on the member a notice in writing -

(c) informing the member that if he so desires he may, within seven days after the service of the notice on him, appeal against the expulsion as provided in this rule.

(34.1) A member on whom a notice under sub-rule 32 (3) of this rule is served may appeal against the expulsion to a special general meeting by delivering or sending by post to the secretary of the Association, within seven days after the service of that notice, a requisition in writing demanding the convening of such a meeting for the purpose of hearing his appeal.

(34.2) Upon receipt of a requisition under sub-rule (3) of this rule, the secretary shall forthwith notify the committee of its receipt and the committee shall thereupon cause a special general meeting of members to be held within twenty one days after the date on which the requisition is received by the secretary.

(b) the committee may place before the meeting details of the grounds of the expulsion and the committee's reasons for the expulsion;

(d) the members present shall vote by secret ballot on the question whether the expulsion should be lifted or confirmed.

(34.4) If at the special general meeting a majority of the members present vote in favour of the lifting of the expulsion, the expulsion shall be deemed to have been lifted and the expelled member is entitled to continue his membership of the Association

(34.5) If at the special general meeting a majority of the members present vote in favour of the confirmation of the expulsion, the expulsion takes effect, and the expelled member ceases to be a member of the Association.

(35.1) The rules may be amended by resolution passed by a three-quarters majority of financial members voting at a general or special general meeting.

(35.2) Notice of the proposed amendment shall be included in the notice calling the general or special general meeting of which at least 21 days notice is given and is accompanied by a notice in writing to propose the resolution as a special resolution, and has been given to the members of the Association.

(35.3) An amendment to the objects and purposes of the Association shall not be effective until the notice has been lodged with the Registrar.

(35.4) An alteration of the rules is of no effect until a copy of the alteration is lodged with the Registrar.

(36.1) The seal of the Association shall be in the form of a rubber stamp, inscribed with the name of the Association encircling the word "seal".

(36.2) The common seal shall not be affixed to any instrument except by the authority of the committee and affixing of the common seal shall be attested by the signatures either of two members of the committee or of one member of the committee and the Secretary.

(37.1). The duties listed are those currently adopted by the executive to carry out the objects of Tuggeranong Community Council. They may be changed by the executive from time to time provided they remain consistent with the constitution. The duties of specific office bearers are as follows:

2. Prepare and distribute an agenda and minutes of the previous meeting to members at least 14 days prior to the next meeting.

3,. Ensure minutes are taken of all committee, public, general and annual general meetings of the Council.

5. Ensure that names and addresses/organisations of all persons who attend Council meetings are recorded.

6. Ensure that records of actual minutes taken from all meetings are kept secure in an appropriate file.

1. Collect and receive all monies due to the Council and make all payments authorised by the Council.

2. Keep correct accounts and books showing the financial affairs of the Council with full details of all receipts and expenditure connected with activities of the Council.

3. Prepare a financial report for every executive meeting and present the report at every public meeting.

4. Prepare financial records for auditing in time for an audited report to be presented to the executive at least one month prior to the annual general meeting.

5. Present an audited report of the receipts and expenditures for the financial year, together with an audited balance sheet of the Council at the annual general meeting.

2. Preserve order and decorum at meetings and so exercise authority in conducting business of the Council.

3. In consultation with the Secretary, assist in answering any necessary correspondence addressed to the Council.

6. Convene a public meeting at least ten times a year, a annual general meeting every twelve months, and any other special meetings deemed necessary.

2. In the absence of the President, preside at meetings of the Council with the full power and authority of the President.

3. Deputise for the President in exercising duties other than at meetings when the President is unavailable.

5. Assist any member of the Executive who is required to represent the Council in an official capacity by being a witness to discussions etc particularly involving negotiations on behalf of the Council.

6. Undertake to be available at relatively short notice to carry out such assistance.

1. As soon as practical after being appointed as secretary, notify the association of his or her address.

5. Arrange and assist with the annual general meeting and any special meetings that are called.

1. Prepare a draft copy of the minutes of the public meeting for presentation and verification at an Executive meeting. t the public are aware of the functions and the actions of the Council.

7. Identify newspaper and media stories on issues of relevance to the Council and where possible, retain a copy of these for presentation at the Executive meeting.

3. Ensure that updated records of all financial members are kept and that moneys received are passed to the Treasurer.