Constitution of Belconnen Community Council Incorporated
As revised August 1997
The Belconnen area has many community groups, associations, organizations and clubs. All have specific functions by which they cater for differing needs in the community. Although there may sometimes seem to be similarities, even duplication, of purpose, each provides a valuable community service and greatly benefits Belconnen as a whole.
At the same time, this wide divergence of activity can limit collective effectiveness. The role of Belconnen Community Council is to focus this local community effort into a cohesive, strong and active forum that is truly representative of the people of Belconnen.
TABLE OF CONTENTS
- Convening of General Meetings
- Conduct of General Meetings
- Meetings of Standing Committees and Sub-committees
A. INTRODUCTORY PROVISIONS
The name of the association is Belconnen Community Council Incorporated. The short title is BCC.
The objectives of BCC are:
- to foster a community identity;
- to provide a local forum;
- to provide a strong community voice;
- to address all matters of local concern;
- to ensure that legislators and officials are fully informed of community needs and expectations;
- to establish communications locally and regionally;
- to initiate, support and undertake any appropriate action advantageous for the community;
- to ensure that party politics does not impede or override community wishes;
- to preserve all facilities and services expected by the community; and
- to maintain and improve the quality of life in Belconnen.
Membership of BCC is automatically extended to any person who:
- resides in the area known as Belconnen;
- owns or operates a business or other establishment in Belconnen;
- is employed in a business, government department or other establishment in Belconnen;
- is enrolled as a student in a secondary college or tertiary institution in Belconnen.
A person who is an office bearer in a known or registered political party may not hold an executive appointment in BCC.
The minimum age for election or appointment is sixteen (16) years.
4. FEES AND SUBSCRIPTIONS
BCC will not levy any membership fees or subscriptions.
5. MEMBERS' LIABILITY
The liability of members of BCC is limited. No individual member of BCC will be liable for any debts of liabilities incurred by BCC.
Where BCC or any committee of BCC is of the opinion that a member has refused or neglected to comply with the provisions of the rules as set by BCC or has acted in a manner prejudicial to the objects and interests of BCC such act is to be reported to the BCC Executive with a recommendation for action. Any disciplinary decision by the Executive must referred to a full BCC meeting.
In the event of BCC being dissolved, the amount which remains after such dissolution and the satisfaction of all debts and liabilities is to be paid and applied by the Executive Committee in accordance with their powers to any fund, institution or authority which, itself, is exempt from income tax.
The committee structure of BCC consists of an Executive Committee, together with functional committees as follows:
- Planning & Environment Committee.
- Health & Education Committee.
- Management & Development Committee.
Where the circumstances of BCC from time to time make it expedient or convenient to do so, the Executive may act as the M & D committee.
The roles of the committees are as follows:
Executive Committee. The role of the Executive Committee is to manage the business and the affairs of BCC including:
- subject to confirmation by a general meeting, making Rules under this Constitution and altering, amending or rescinding such Rules; Rules have full force and effect provided they are consistent with this Constitution;
- approving ordinary expenditure of funds of BCC; and
- subject to confirmation by a general meeting appointing honorary staff and committees not elsewhere mentioned;
Planning & Environment Committee. The Planning and Environment committee is responsible to the Executive for aspects covering town planning, parks and open spaces, community environment, sport and recreation, liaison with government departments and other bodies within their area of responsibilities.
Health & Education Committee. The Health and Education committee is responsible to the Executive for aspects covering health and community services, education facilities and services, employment, arts and culture, liaison with government departments and other bodies within their area of responsibilities.
Management & Development Committee. The Management and Development committee is responsible to the Executive for aspects covering promotions and public relations, future directions for BCC, liaison with other community organisations, forward planning for monthly meetings, public consultation forums, liaison with government departments and other bodies within their area of responsibilities.
10. MEMBERSHIP, APPOINTMENT AND TERMS OF OFFICE
The Executive Committee consists of
- Vice President,
- Secretary, *
- Treasurer, *
- Chairor of P & E Committee
- Chairor of H & E Committee
- Chairor of M & D committee
- Immediate Past President
- members appointed pursuant to the following paragraph.
* Secretary/Treasurer may be a combined appointment
A general meeting or the Executive may from time to time appoint members to assist the Executive. Members so appointed may attend Executive meetings and have the power to vote by virtue of their appointment. Should an office fall vacant for any reason the vacancy is to be filled by appointment. A Public Officer must be appointed as required by the ACT Associations Incorporation Act 1991. The Public Officer may be a member of the Executive Committee.
The functional committees each consist of:
- Deputy Chairor
- not less than two other members.
All members of functional committees are elected or appointed by a general meeting, but each committee elects its own office bearers.
The term of office of members of committees is twelve (12) months.
11. CONVENING OF GENERAL MEETINGS
The convening of general meetings is to comply with the following requirements:
- general meetings of BCC are to be convened not less than six (6) times per year;
- a special general meeting may be called at the discretion of the Executive or by requisition of any five (5) members.
- notice of ordinary or special general meetings must be published by the Secretary not less than seven (7) days prior to the date of the meeting;
- notice of annual general meeting must be published by the Secretary not less than twenty one (21) days prior to the date of the meeting; and
- the annual general meeting is to be held no later than September each year following the completion of the annual audit of accounts.
12. CONDUCT OF GENERAL MEETINGS
The conduct of general meetings is to comply with the following:
- general meetings are to be chaired by the President or a deputy as appointed by the Executive.
- the minimum number of members which constitute a quorum at a general meeting of BCC is ten (10).
- election and appointment of members of committees is to be by simple majority of votes of members present.
- voting on resolutions is to be by simple majority of members present at the meeting; and
- standing orders and procedures for the conduct of meetings may be adopted at the discretion of the Executive and/or the membership.
13. MEETINGS OF STANDING COMMITTEES AND SUB-COMMITTEES
Standing committees and sub-committees are to convene regular meetings throughout the year as considered appropriate by the Executive.
D. FINANCIAL ADMINISTRATION
14. FINANCIAL YEAR
The financial year is from 1 July of one year to 30 June of the succeeding year.
15. SOURCES OF FUNDS
The sources from which BCC may derive funds are free donations, gifts or legacies within the community, fund raising activities, government grants and, subject to any resolution passed by BCC in general meeting, such other sources as the Executive determines.
16. APPLICATION OF FUNDS
The assets and income of BCC are to be applied solely in the furtherance of its above mentioned objectives and no portion is to be distributed directly or indirectly to the members of the organization except as bona fide compensation for services rendered or expenses incurred on behalf of the organization.
The Treasurer is to keep the accounts of BCC and is responsible for the prompt banking of all moneys received and for the disbursements as the Executive may from time to time approve. As soon as possible after the thirtieth day of June in each year, the Treasurer must prepare a Statement of Accounts and Balance Sheet as at that date and submit them and such other records as may be required for audit to the Auditor. The Treasurer is also to maintain the Membership Record.
A suitably qualified person is to be appointed as Auditor at the Annual General Meeting. The Auditor is to examine the books and accounts of BCC and report the truth and fairness of the Statement of Accounts and Balance Sheet which are to be presented to each Annual General Meeting.
E. CONCLUDING PROVISIONS
19. COMMON SEAL
The Secretary is to provide for the custody and use of the Common Seal of BCC.
20. CUSTODY OF BOOKS
Subject to the Act, the Regulations and these rules, the Secretary is to keep in his or her custody or under his or her control all records, books and other documents relating to BCC.
21. INSPECTION OF BOOKS
The records, books and other documents of BCC are to be open to inspection by a member of BCC at a place in the Territory, free of charge, at any reasonable hour.
Each member of the BCC is indemnified out of the funds of BCC against all reasonable losses and expenses incurred in the discharge of any duties imposed upon the member or members by the Executive except such loss or expense as may happen by willful neglect or default of such member of members.
BCC is incorporated in accordance with the Australian Capital Territory Associations Incorporation Act 1991.