APSF Rules

RULES OF THE ASSOCIATION

Australian Police Ski Federation Inc

Index

Part 1 – Preliminary
1. Name
2. Definitions
3. Alteration of the Rules
4. Statement of Purposes of the A.P.S.F
5. A.P.S.F Executive Committee Tasks
Part 2 – Membership
6. Becoming a Member
7. Register of Members
8. Discipline, suspension and expulsion of Members
9. Disputes between Members and the A.P.S.F.
Part 3 – General Meeting
10. The Annual General Meeting
11. Special General Meeting
12. Special Business
13. Notice of General Meeting
14. Quorum at General Meetings
15. Presiding at General Meetings
16. Adjournment of General Meetings
17. Voting at General Meetings
18. Poll at General Meetings
19. Special Resolution
20. Manner of determining whether a resolution carried
21. Proxies
Part 4– The Executive Committee
22. The Committee pf Management
23. Officer Holders
24. Ordinary Members of the Executive Committee
25. Election of Officers and Ordinary Members of the Executive Committee
26. Vacancies
27. Executive Committee Meetings
28. Presiding at Committee Meetings
29. Voting at Executive Committee Meetings
30. Sub-committees
31. Removal of an Executive Committee Member
32. Minutes of meetings
Part 5 – Miscellaneous
33. Alteration to Objects and Rules
34. Race Coordinator
35. Race Rules
36. Race Jury
37. Race Committee
38. Use of the Name and Logo of the A.P.S.F
39. The Common Seal
40. Notice to Members
41. Winding up or dissolution of the A.P.S.F
42. The By-Laws
43. Declaration of Life Members
44. Money, Property and Banking
45. Members Liabilities
46. Treasurer
47. Secretary
APPENDIX 1: Application for A.P.S.F Membership.
APPENDIX 2: Notice of Proxy for a General Meeting Rule 8 (9).
APPENDIX 3: Notice of Proxy for a General Meeting
APPENDIX 4: Notice of nomination for the Executive Committee
APPENDIX 5: Form of voting at a Special General Meeting under Rule 17 (7).
AMENDMENTS AND ADDITIONS.
Part 1 – PRELIMINARY
1. NAME

The name of the incorporated association is The Australian Police Ski Federation Inc. (in these rules called “the Federation”, the “Australian Police Ski Federation” or “A.P.S.F”).

2. DEFINITIONS

In these rules, unless the contrary intention appears:

“Act” means the Associations Incorporation Act 1981 (Victoria);

“Annual General Meeting” or “A.G.M” means the Annual General Meeting of the Australian Police Ski Federation convened in accordance with Part 3, Rule 10.

“A.P.S.F” or “A.P.S.F Inc” means the Australian Police Ski Federation.

“A.P.W.G” means the Australian Police Winter Games.

“Bank” means a bank, credit union or similar financial institution.

“Bank Account” or “Banking Account” means an account with a bank, credit union or similar financial institution.

“Executive Committee” or “Committee” means the Committee of Management of the Australian Police Ski Federation being the officers and the ordinary committee members of the Federation.

“Executive Committee Meeting” or “Committee Meeting” means a meeting of the Committee which is not a general meeting.

“Federation” means the A.P.S.F.

“Financial Year” means year ending 31st of March.

“Member” means a current financial member of the A.P.S.F who is entitled to vote (reference Section 29 (5) of the Associations Incorporation Act 1981 (Vic).

“Office Bearer” or “Officer” means, President, Vice President, Secretary, or Treasurer.

“Ordinary Member of the Committee” means a member of the Executive Committee who is not an officer of the Federation under Rule 23.

“Police Service” means an Australian Federal, State and Territory Police Service or Force.

“Public Officer” means a member resident in the State of Victoria nominated as the public person of the Federation as required by the Associations Incorporation Act 1981 (Victoria).

“Race Committee” means members nominated by the Executive Committee to manage or assist in managing the competition/s of the Australian Police Ski Federation.

“Race Committee Meeting” means a meeting of the race committee which is not a general meeting.

“Regulations” means Regulations under the Act.

“Rules” are the Rules of the Australian Police Ski Federation.

“Secretary” means the person who holds the office under these Rules as the Secretary of the A.P.S.F. or if no such persons holds that office – the Public Officer.

“Special General Meeting” or “General Meeting” means all General Meetings other than the AGM.

“Treasurer” means the person who holds the office under these Rules as the Treasurer of the A.P.S.F.

3. ALTERATION OF THE RULES.

These Rules and the Statement of Purposes of the Australian Police Ski Federation must not be altered except in accordance with the Act and these Rules.

4. STATEMENT OF PURPOSES OF THE A.P.S.F.

The Statement of Purposes of the Australian Police Ski Federation is to foster alpine sports for members of the Police Services of Australia.

This will be done by:

(a) Organizing the Australian Police Winter Games.

(b) Promoting alpine sports with members of all Police Services of Australia.

(c) Liaising with other Police Services, organizations and individuals engaged in the organization of Police Alpine events.

(d) Financial management of the Federations funds and assets.

(e) To distribute information to members relating to International and Domestic Alpine Sport competitions.

5. AUSTRALIAN POLICE SKI FEDERATION COMMITTEE TASKS

The Executive Committee will, if practicable:

(a) Appoint a Race Committee to conduct the A.P.W.G. or other Federation competition or event/s.

(b) Select the events to be conducted at the A.P.W.G. or other Federation competition or event/s.

(c) Approve the rules and changes thereto for the conduct of events at the A.P.W.G. or other Federation competition or events.

(d) Assist the Race Committee in conducting the A.P.W.G. or other Federation competition or event/s.

(e) Financial management of the Federations monies and assets.

(f) Accept any gifts or donations given to the Federation. The Executive Committee has the right to decline any offer of gifts or donations on the grounds of probity or inappropriateness of the gift or donation offered.

(g) Seek sponsorship for the conduct of the Federations business and the conduct of the A.P.W.G. or other Federation competition or event/s.

(h) Collect membership fees and levies from members of the Australian Police Ski Federation.

(i) Purchase items required for the A.P.S.F and the conduct of the A.P.W.G. or other Federation competition or event/s.

(j) Do all other things as are conductive or incidental to the attainment of the Statement of Purposes of the Federation.

Part 2 – MEMBERSHIP
6. BECOMING A MEMBER.

(a) A person who applies for and is approved for membership as provided for in these Rules is eligible to be a member of the A.P.S.F on payment of a membership fee payable under these Rules.

(b) To be eligible to be a member, a person must:

(i) be a current or former sworn police officer of an Australian police service or force, or be a cadet or trainee in training to be a sworn police officer in Australia; and

(ii) pay an annual fee; and

(iii) be registered to attend or have attended the A.P.W.G the current or previous year.

(iv) the Executive Committee reserves the right to offer membership to persons not fitting the conditions outlined in this Rule.

(v) the Executive Committee reserves the right to refuse membership to any person on just grounds.

(vi) A.P.S.F members or applicants for membership, who have been discharged through disciplinary or criminal matters from an Australian Federal, state or territory police service or force, are required to bring this to the notice of the Executive Committee. The Executive Committee, while considering Rule 6 (2)(e), reserves the right to decline a membership application, or in the case of a current membership to cancel it or to allow the membership.

(c) An application for membership of the Federation may be made by registering for the A.P.W.G or applying to the Secretary on the form contained in Appendix 1. As soon as practicable after the application, the Executive Committee must determine whether to approve or reject the application.

(d) If the Executive Committee rejects an application for membership, the committee must, as soon as practicable notify the applicant that the application has been rejected.

(e) Member’s fees must be paid by October 31, or membership will be cancelled.

(f) The membership fee is $10 per annum.

(g) Any changes to membership fees will be decided upon at the AGM.

(h) The rights, privileges or obligations of a person by reason of membership of the A.P.S.F, unless stipulated elsewhere in these Rules-

(i) is not capable of being transferred or transmitted to another person; and

(ii) terminates upon the cessation of membership whether by death, resignation, cancellation or otherwise.

7. REGISTER OF MEMBERS

(a) The Secretary will maintain a Members Register recording the names and addresses of all members.

(b) An applicant for membership becomes a member and is entitled to exercise the rights of a membership when his or her name is entered on the register of members.

(c) It is the responsibility of member’s to notify the Secretary in writing of any change of name or address, within 3 months of such changes.

(d) Members may resign from the Australian Police Ski Federation by first giving one-month notice to the secretary in writing. After the period of one (1) month, the member ceases to be a member.

(e) The register is available for inspection free of charge by any member upon reasonable request.

8. DISCIPLINE, SUSPENSION AND EXPULSION OF MEMBERS

(a) Subject to these Rules, if the Executive Committee is of the opinion that a member has refused or neglected to comply with these Rules, or has been guilty of conduct unbecoming a member or prejudicial to the interests of the Federation, the Committee may by resolution-

(i) expel a member from the Federation;

(ii) suspend a member from membership of the Federation for a specified period; or

(iii) fine a member in accordance with the Regulations (amount not exceeding $20).

(b) A resolution of the Executive Committee under sub-rule (a)(i) does not take effect unless :

– at a meeting held under sub-rule (c), the committee confirms the resolution; and

– if the member exercises the right of appeal to the Federation under this rule, the Federation confirms the resolution in accordance with this rule.

(c) A meeting of the Executive Committee to confirm or revoke a resolution passed under sub-rule (a) must be held not earlier than 14 days, and not later than 28 days after notice has been given to the member in accordance with sub-rule (d).

(d) For the purposes of giving notice in accordance with sub-rule (c), the Secretary must, as soon as practicable, cause to be given the member a written notice-

– setting out the resolution of the Executive Committee and the grounds on which it is based;

– stating the member may address the Executive Committee at a meeting to be held not earlier than 14 days and not less than 28 days after service of the notice;

– notifying the member of the date, place, time and format of that meeting;

– informing the member that he or she may do one or more of the following :

– attend the meeting in person or via video or telephone link up;

– give to the Executive Committee before the date of that meeting a written statement seeking revocation of the resolution;

– informing the member that, if at the meeting, the committee confirms the resolution, he or she may, not later than 48 hours after that meeting, give the Secretary a notice to the effect that he or she wishes to appeal to the Federation in general meeting against the resolution.

(e) At the meeting of the Executive Committee to confirm or revoke a resolution under sub-rule (a), the committee must :

– give to the member or his or her representative, an opportunity to be heard; and

– give due consideration to any written statement submitted by the member; and

– determine by resolution whether to confirm or revoke the resolution.

(f) For the purposes of Rule 8, a written notice may be in the form of a hard copy written notice, a facsimile or an electronic notice.

(g) For the purposes of Rule (h), a meeting may be in person or via video or telephone link. The format as determined by the Executive Committee.

(h) If at the meeting of the Executive Committee, the committee confirms the resolution, the member may, not later than 48 hours after the meeting, give the Secretary a notice to the effect that he or she wishes to appeal to the Federation in general meeting against the resolution.

(i) If the Secretary receives a notice under sub-rule (h) he or she must notify the Executive Committee and the committee shall convene a Special General Meeting of the Federation to be held within 21 days, or at the earliest practicable time after the date on which the Secretary received the notice.

(j) At a Special General Meeting of the Federation convened under sub-rule (i) :

– no business other than the question of the appeal may be conducted;

– the Executive Committee may place before the meeting details of the grounds for the resolution and the reasons for passing the resolution; and

– the member or his or her representative, must be given opportunity to be heard; and

– the members present shall vote on secret ballot on the question of whether the resolution shall be confirmed or revoked;

(k) A resolution is confirmed if, at the Special General Meeting, not less than three quarters of the members entitled to vote, vote in person or by proxy in favour of the resolution (a resolution is carried on the numbers of entitled members present at the general meeting and casting a vote, not the total membership numbers of the Federation). In any other case, the resolution is revoked.

9. DISPUTES BETWEEN MEMBERS AND THE AUSTRALIAN POLICE SKI FEDERATION.

(a) The grievance procedure set out in this rule applies to disputes under these Rules between :

– a member and another member; or

– a member and the A.P.S.F.

(b) The parties to the dispute must meet and discuss the matter in dispute, and, if possible, resolve the dispute within 14 days after the dispute comes to the attention of all of the parties.

(c) If the parties are unable to resolve the dispute at the meeting, or if a party fails to attend that meeting, then the parties must, within 10 days, hold a meeting in the presence of a mediator.

(d) The mediator must be :

– a person chosen by agreement between the parties; or

– in the absence of agreement:

– in the case of a dispute between a member and another member, a person appointed by the Executive Committee of the Federation; or

– in the case of a dispute between a member and the Federation, a person who is a mediator appointed or employed by the Dispute Settlement Centre of Victoria (Department of Justice)(Community Justice Centres Act 1983), or if outside Victoria, by using the services of a recognised government dispute settlement centre or service; and

– at least seven (7) days before a mediation session is to commence, the parties are to exchange statements of the issues that are in dispute between them and to supply copies to the mediator.

(e) A member of the A.P.S.F can be a mediator.

(f) The mediator cannot be a member who is a party to the dispute.

(g) The parties to the dispute must, in good faith, attempt to settle the dispute by mediation.

(h) The mediator, in conducting the mediation, must :

– give the parties to the mediation process every opportunity to be heard; and

– allow due consideration by all parties of any written statement submitted by any party; and

– ensure that natural justice is accorded to the parties to the dispute throughout the mediation process.

(i) The mediator must not determine the dispute.

(j) If the mediation process does not result in the dispute being resolved, the parties may seek to resolve the dispute in accordance with the Act or otherwise at law.

Part 3 – GENERAL MEETING
10. THE ANNUAL GENERAL MEETING

(1) The Executive Committee shall determine the date, time and place of the Annual General Meeting of the Federation.

(2) The notice convening the annual general meeting must specify that the meeting is an Annual General Meeting.

(3) The ordinary business of the AGM shall be-

(a) to confirm minutes of the previous AGM and of any general meeting held since that meeting;

(b) to receive from the Executive Committee reports upon the transactions of the Federation during the last preceding financial year; and

(c) elect officers and ordinary members of the Executive Committee of the Federation; and

(d) to receive and consider the statement submitted by the Federation in accordance with Section 30 (3) of the Act.

(4) The A.G.M. may transact any special business of which notice has been given in accordance with these Rules.

11. SPECIAL GENERAL MEETINGS

(1) In addition to the A.G.M, any other general meeting may be held in the same year.

(2) All general meetings other than the A.G.M. shall be called Special General Meetings.

(3) The Federation may, convene a special general meeting of the Federation whenever;

(i) the President or Executive Committee thinks fit; or

(ii) 10 or more members of the Australian Police Ski Federation make a request in writing for the committee to hold a meeting.

(4) The member request for a Special General Meeting must;

(a) state the object of the meeting; and

(b) be signed by the members requesting the meeting and send it to the address of the Secretary. This letter may consist of several documents in like form, each signed by one or more of the members making the requisition.

(5) If the Executive Committee does not cause a Special General Meeting to be held within a month after the date on which request is sent to the address of the Secretary, the members making the request, or any of them, may convene a Special General Meeting to be held not later than three months after that date.

(6) If a Special General Meeting is convened by members in accordance with this Rule, it must be convened in the same manner so far as possible as a meeting convened by the Executive Committee and all reasonable expenses incurred in convening the meeting shall be refunded by the Federation to the persons incurring the expenses.

(7) A Special General Meeting may be conducted in person and/or via telephone or video link up with the Executive Committee determining the appropriate format and location for the meeting. A member is considered present at a Special General Meeting if they are there in person or if connected by telephone or video link up.

(8) If but for this sub-rule, more than 17 months would elapse between annual general meetings, the Executive Committee must convene a Special General Meeting before the expiration of that period.

(9) The Executive Committee does not have to convene a Special General Meeting-

(a) if the request for the meeting is frivolous, trivial or malicious; or

(b) the convening of the Special General Meeting is not in the interest of the A.P.S.F.

12. SPECIAL BUSINESS

All business that is conducted at a Special General Meeting and all business that is conducted at the Annual General Meeting, except for business conducted under the rules as ordinary business of the annual general meeting, is deemed to be special business.

13. NOTICE OF GENERAL MEETINGS

(1) The Secretary of the Federation, at least 14 days, or if a special resolution has been proposed at least 21 days before the date fixed for the holding of a general meeting of the Federation, must cause to be sent to each member of the Federation, a notice stating the place, date and time of the meeting and the nature of the business to be conducted at the meeting. (Reference Section 29 (3) of the Act).

(2) Notice may be sent-

(a) by pre-paid post to the address appearing on the register of members; or

(b) by facsimile or electronic transmission.

(3) No business other than that set out in the notice or notices covering the meeting may be conducted at the meeting, unless by a general agreement by members present, the majority agree that the business may be conducted.

(4) A member intending to bring any business before a meeting, must notify if practicable, in writing, or by electronic transmission, the Secretary of that business, who must include that business in the notice calling the next general meeting.

14. QUORUM AT GENERAL MEETINGS

(1) No item of business may be conducted at a general meeting unless a quorum of members entitled under these Rules to vote is present, at the time when the meeting is considering that item.

(2) Five (5) members present (being entitled members under these Rules to vote at a general meeting) constitute a quorum for the conduct of the business of a general meeting. For the purposes of this Rule, a member is present at a Special General Meeting if linked by telephone and/or video link up and constitutes part of a quorum.

(3) If, within half an hour after the appointed time for the commencement of the general meeting, a quorum is not present-

(i) in the case of a general meeting convened upon the request of members, the meeting must be dissolved; and

(ii) in any other case, the general meeting shall stand adjourned to a time and place specified by the Chairperson at the time of the adjournment or by written notice given to members before the day to which the meeting is adjourned.

(4) If at the adjourned general meeting the quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members present (not being less than three (3)) shall be a quorum. If a quorum is not present at the adjourned general meeting, the meeting is to be dissolved.

15. PRESIDING AT GENERAL MEETINGS

(1) The President, or in the Presidents absence, the Vice President, shall preside as Chairperson at each general meeting of the Federation.

(2) If the President and the Vice-President are absent from a general meeting, or are unable to preside, another member of the Executive Committee is to preside as Chairperson.

(3) If a member of the Executive Committee is unable to preside as Chairperson at a general meeting, the members present must select one of their numbers to preside as Chairperson.

16. ADJOURNMENT OF MEETINGS

(1) The Chairperson may, with the consent of the majority of members present at the meeting, adjourn the meeting from time to time and place to place.

(2) No other business may be conducted at an adjourned meeting other than the unfinished business from the meeting that was adjourned.

(3) If a meeting is adjourned for 14 days or more, notice of the adjourned meeting must be given in accordance with Rule 13.

(4) Except as provided in sub-rule (3) notice of adjournment of a general meeting or of the business to be transacted at an adjourned meeting is not required to be given.

17. VOTING AT GENERAL MEETINGS

(1) Upon any question arising at a general meeting of the Federation, an entitled member has one vote only.

(2) A member is not entitled to vote unless all moneys due and payable by the member to the Federation have been paid.

(3) All votes at a general meeting must be given in person or by proxy. For the purposes of voting at a Special General Meeting, a vote by an entitled member via telephone or video link is the same as being given in person.

(4) In the event of equality of voting the Chairperson of the general meeting is entitled to exercise a second or casting vote.

(5) Subject to Rule 8 (10), if more than half of the entitled members present at a meeting request a secret ballot on any issue or election then a secret ballot will be conducted in respect of that issue or election, otherwise a show of hands will be conducted.

(6) In the case of entitled members voting on any issue at a Special General Meeting through telephone or video link, verbal responses to the Chairperson will be acceptable.

(7) Voting at a Special General Meeting’s which is conducted by telephone or video link up, a vote may be cast by an eligible member by a submitting a prescribed ballot form (Appendix 5) by post, facsimile or by electronic means. Such vote must be received by the Secretary prior to the commencement of the Special General Meeting or the vote is invalid.

(8) Sub-rule (7) will not apply unless approved by the Executive Committee prior to the Special General Meeting. Such use of sub-rule (7) must be indicated to the membership, 21 days prior to the Special General Meeting in accordance with Rule 13.

18. POLL AT GENERAL MEETINGS

(1) If at a meeting a poll on any question is demanded by not less than three (3) entitled members, it must be taken at that meeting in such manner as the Chairperson may direct and the resolution of the poll shall be deemed to be a resolution of the meeting on that question.

(2) A poll that is demanded on the election of a Chairperson or on a question of an adjournment must be taken immediately and a poll that is demanded on any other question must be taken at such time before the close of the meeting as the Chairperson may direct.

19. SPECIAL RESOLUTION

(1) A resolution of the Federation is a special resolution if it is passed by a majority which comprises at least three-quarters of such members of the Federation as, being members entitled to vote under these rules, vote in person or by proxy at a general meeting of which at least 21 days’ written notice specifying the intention to propose the resolution as a special resolution was given in accordance with these Rules (a resolution is carried on the numbers of entitled members present at the general meeting and casting a vote, not the total membership numbers of the Federation). (Reference Section 29 (2) (a) and 29 (5) of the Act).

20. MANNER OF DETERMINING WHETHER RESOLUTION CARRIED

If a question arising at a general meeting of the Federation is determined on a show of hands-

(a) a declaration by the Chairperson that a resolution has been-

i. carried; or

ii. carried unanimously; or

iii. carried by a particular majority; or

iv. lost; and

(b) an entry in the minutes of the meeting of the Federation is evidence of the fact, without proof of the number or proportion of the votes recorded in favour of, or against, that resolution.
21. PROXIES

(1) Each member is eligible to appoint another member, as a proxy by notice given to the Secretary no later than 24 hours before the time of the meeting in respect of which the proxy is appointed.

(2) The notice appointing proxy must be-

(a) for a meeting of the Federation under Rule 8 (9), in the form set out in Appendix 2; or

(b) in any other case, in the form set out in Appendix 3.

(3) No member may hold more than five (5) proxies.

(4) No member may give his or her proxy to more than one other member.

Part 4 - THE EXECUTIVE COMMITTEE
22. COMMITTEE OF MANAGEMENT

(1) The affairs of the Federation shall be managed by the committee of management as provided in these Rules.

(2) The Executive Committee-

(a) shall control and manage the business and affairs of the Federation;

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

(c) subject to these Rules, the Act and Regulations, 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 Federation.

(3) Subject to Section 23 of the Act, the Executive Committee shall consist of-

(a) the officers of the Federation; and may include

(b) up to 5 ordinary members-

Each of whom shall be elected at the annual general meeting of the Federation in each year.

(4) Subject to Section 25 of the Act, the Executive Committee shall appoint a person to be public officer of the Federation.

(5) Subject to Section 26 of the Act, a public officer may hold any other office within the Federation.

23. OFFICE HOLDERS

(1) The officers of the Federation shall be-

(a) a President;

(b) a Vice-President;

(a) a Treasurer; and

(b) a Secretary.

(2) The immediate past president will be an ex-officio member of the Executive Committee for a period of 1 year if not elected to another position on the committee.

(3) The provisions of Rule 25, so far as they are applicable and with the necessary modifications, apply to and in relation to the election of persons to any of the officers referred to in sub-rule (1).

(4) Each officer of the Federation shall hold office until the annual general meeting next after the date of his or her election, but is eligible for re-election.

(5) In the event of a casual vacancy occurring in the office of the Executive Committee, an individual officer may hold dual offices or the committee may appoint a member of the Federation to fill the vacancy and the member so appointed, shall hold office, subject to these Rules, until the conclusion of the annual general meeting next following the date of the appointment.

24. ORDINARY MEMBERS OF THE EXECUTIVE COMMITTEE

(1) Subject to these Rules, each ordinary member of the Executive Committee shall hold office until the annual general meeting next after the date of election, but is eligible for re-election.

(2) In the event of a casual vacancy occurring in the office of an ordinary member of the Executive Committee, the committee may appoint a member of the Federation to fill the vacancy and the member appointed shall hold office, subject to these Rules, until the conclusion of the annual general meeting next following the date of appointment.

(3) The ordinary members of the Executive Committee shall be-

(a) a Race Co-coordinator;

(b) a Publicity Officer;

(c) Team Co-coordinator (where applicable).

25. ELECTION OF OFFICERS AND ORDINARY EXECUTIVE COMMITTEE MEMBERS

(1) Nominations of candidates for election as officers of the Federation or as ordinary members of the Executive Committee must be-

(a) made in writing, signed by two members of the Federation and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination in Appendix 4); and

(b) shall be delivered to the Secretary not less than seven (7) days before the date fixed for the holding of the Annual General Meeting.

(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 may be received at the annual general meeting.

(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.

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

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

(6) Incumbent officers and ordinary members of the committee are eligible for re-election and are not required to give notice of their re-nomination.

(7) Members of the Federation who are former serving police officers are permitted to hold positions as an officer or ordinary member on the Executive Committee, but are not eligible to hold the position of President.

(8) Former serving police officers who are officers of the Executive Committee must not form a majority of the officers of the Federation.

(9) If a team does not have a representative on the Executive Committee and such team desires a representative, subject to sub-rule (1) the position of Team Co-coordinator as an ordinary member of the committee can be considered. Such election of Team Co-coordinator is a majority vote for the annual general meeting. The Team Co-coordinator will have the rights and responsibilities of a member of the Executive Committee as voted into office by the members.

(10) Subject to sub-rule (9), each team may have a maximum of one (1) Team Co-coordinator as an ordinary member of the Executive Committee. A Team Co-coordinator committee member will serve for one year, until the next A.G.M, but is eligible for re-election.

26. VACANCIES

The office of an officer of the Federation, or an ordinary member of the Executive Committee, becomes vacant if the officer or member-

(a) ceases to be a member of the Federation; or

(b) becomes insolvent under administration within any State or Territory under the meaning of the relevant Corporations Law; or

(c) resigns from office by notice given in writing to the Secretary;

(d) fails to attend 3 consecutive committee meetings or 1 A.G.M without being granted leave of absence by the committee;

27. EXECUTIVE COMMITTEE MEETINGS

(1) The Executive Committee will meet as frequently as necessary for conducting the business of the Australian Police Ski Federation-

(a) they will meet a minimum of once in each year; and

(b) meetings can be conducted in person, by phone or video link up.

(2) Special meetings of the Executive Committee may be convened by the President or any three of the members of the committee.

(3) Notice of each Executive Committee meeting must be given to each member of the committee at least two (2) days before the date of the meeting.

(4) Notice must be given to each member of the Executive Committee of any special meeting at least two (2) days before the date of the meeting and specify the general nature of the business to be transacted and no other business shall be transacted at such meeting.

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

(6) No business is to be transacted unless a quorum is present.

(7) If within half an hour of the time appointed for the meeting a quorum is not present-

(i) in the case of a special meeting, the meeting lapses;

(ii) in any other case the meeting shall stand adjourned to another time to be determined by the committee.

(8) The Executive Committee may act, not withstanding any vacancy on the committee.

28. PRESIDING AT EXECUTIVE COMMITTEE MEETINGS

At the meetings of the Executive Committee-

(a) the President or in the absence of the President, the Vice-President presides; or

(b) if the President or Vice President is absent or unable to preside, the members present must choose one of their number to preside.

29. VOTING AT COMMITTEE MEETINGS

(1) Questions arising at a meeting of the Executive Committee or at a meeting of any sub-committee shall be determined on a show of hands, or if member requests, by poll taken in such manner as the person presiding over that meeting may determine.

(2) Each member present at a meeting of the Executive Committee or at a meeting 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 Chairperson may exercise a second or casting vote.

30. SUB-COMMITTEES

(1) The Executive Committee may, delegate to one or more sub-committees (consisting of such member or members of the Federation as the Executive Committee thinks fit) the exercise of such of the functions of the Executive Committee as specified by the Executive Committee, by instrument or otherwise, other than;

(a) this power of delegation; and

(b) a function which is a duty imposed on the Executive Committee by the Act or Regulations, these Rules or any other law.

(2) A function the exercise of which has been delegated to a sub-committee under this rule may, while the delegation remains un-revoked, be exercised from time to time by the sub-committee in accordance with the terms of the delegation.

(3) A delegation under Rule 30 may be made subject to such conditions or limitations as to the exercise of any function, or as to time or circumstances, as may be specified in the delegation by instrument or otherwise.

(4) Despite any delegation under Rule 30, the Executive Committee may continue to exercise any function delegated.

(5) Any act or thing done or suffered by a sub-committee 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 or suffered by the Executive Committee.

(6) The Executive Committee may, by instrument in writing or otherwise, revoke wholly or in part any delegation under this rule.

(7) A sub-committee may meet and adjourn, as it thinks proper.

(8) The Race Committee of the Australian Police Winter Games is a sub-committee of the Federation.

(9) Executive Committee members may serve as a Race Committee member at the same time.

31. REMOVAL OF AN EXECUTIVE COMMITTEE MEMBER

(1) The Federation in general meeting may by resolution remove any member of the Executive Committee before the expiration of the members term of office and appoint another member in his of her stead to hold office until the expiration of the term of the first mentioned member.

(2) Where the member whom is a subject of a proposed resolution referred to in sub-rule (1) may make representations in writing to the Secretary or the President of the Federation (not exceeding a reasonable length of time) and may request that the representation be provided to the members of the Federation.

(3) The Secretary or the President may give a copy of the representations to each member of the Federation or, if they are not so given, the member may require that they are read out at the meeting.

(4) The reasons for the removal of a member of the Executive Committee will be reported to the next A.G.M.

32. MINUTES OF MEETINGS

The Secretary of the Federation must keep minutes of the resolutions and proceedings of each general meeting, and each committee meeting, together with a record of the names of persons present at the committee meetings.

Part 5- MISCELLANEOUS
33. ALTERATION TO STATEMENT OF PURPOSES AND RULES

The Statement of Purposes and Rules of the Federation may be altered, rescinded, amended or added to by a special resolution of the Federation. Any such resolution must be carried by three quarters majority of the members entitled to vote at the meeting (a resolution is carried on the numbers of entitled members present at the general meeting and casting a vote, not the total membership numbers of the Federation). (Reference Section 29 (2) (a) of the Act).

34. RACE CO-ORDINATOR

(1) The Race Co-ordinator will be responsible for the preparation of and changes to the competition rules subject to Rule 35.

(2) The Race Co-ordinator will be a member of the Race Committee of the A.P.W.G or a competition event of the Australian Police Ski Federation.

(3) The Race Co-ordinator is to maintain a record of results from the previous year’s events and is to make them available to members and competitors at each competition if required.

(4) With the approval of the Executive Committee the Race Co-ordinator can call upon members to assist with the organization and running of the A.P.W.G.

35. RACE RULES

(1) The Race Co-coordinator will be responsible for the preparation and changes to rules for competitions conducted by the Australian Police Ski Federation.

(2) Changes to race rules require approval from the Executive Committee except where a Race Jury makes exceptions or alterations.

36. RACE JURY

(1) For competitions conducted by the A.P.S.F there shall be a Race Jury, if required. The Race Jury shall consist of the Race Co-ordinator and where possible a representative of each team.

(2) The Race Jury will consist of a minimum of three members plus the Race Co-ordinator. The Race Co-ordinator will provide advice but have no voting rights.

(3) The Race Jury will determine issues or appeals and application of the race rules in respect to the A.P.W.G and competitions conducted by the Federation.

(4) Each team at the A.P.W.G or a competition conducted by the Federation will nominate a member for the Race Jury if required.

(5) Where there are not enough nominations the Executive Committee can require a member to serve on the Race Jury.

37. RACE COMMITTEE

(1) Subject to these Rules, a Federal, State or Territory Police team may apply to the Executive Committee to host an A.P.W.G.

(2) Any application to host an A.P.W.G must be in writing to the Secretary of the Executive Committee in a form approved by the Committee.

(3) If the Executive Committee approves the delegation to the Race Committee, the Race Co-ordinator must be a member of the Race Committee.

(4) The duties of the Race Co-ordinator can be delegated to a member of the Race Committee subject to Rule 30.

(5) Race Committees must report to the Executive Committee on the progress preparations for competitions. Such reporting being in the form and frequency as determined by the Executive Committee.

38. USE OF THE NAME AND LOGO OF THE AUSTRALIAN POLICE SKI FEDERATION

No person or organisation shall use the Australian Police Ski Federation names and logos or the Australian Police Winter Games names or logos without the permission of the Executive Committee.

39. THE COMMON SEAL

(1) The Common Seal of the Australian Police Ski Federation must be kept in the custody of the Executive Committee.

(2) The Common Seal must not be affixed to any instrument except by the authority of the Executive Committee and the affixing of the common seal must be attested by the signatures wither of two (2) members of the committee or, of one (1) member of the committee and of the public officer of the Federation.

40. NOTICE TO MEMBERS

Unless indicated to the contrary, any notice that is required to be given to a member, by on behalf of the Federation, under these Rules may be given by-

(1) delivering the notice to the member personally; or

(2) sending it by pre-paid post addressed to the member at that members address shown on the register of members; or

(3) facsimile transmission; or

(4) electronic transmission.

41. WINDING UP OR DISSOLUTION OF THE AUSTRALIAN POLICE SKI FEDERATION INC

(1) If three quarters of the members entitled to vote at the Annual General Meeting or at a Special General Meeting decide to dissolve the Australian Police Ski Federation, the Australian Police Ski Federation will be dissolved and all debts will be paid (a resolution is carried on the numbers of entitled members present at the general meeting and casting a vote, not the total membership numbers of the Federation) (Reference Section 29 (2) (a) and 29 (5) of the Act).

(2) In the event of the winding up or the cancellation of the incorporation of the Federation, the assets of the Federation must be disposed of in accordance with the provisions of the Act.

(3) Subject to sub-rule (2), in the event of the winding up of the Federation, after the payment of any debts, any remaining assets of the Federation will be used as the Executive Committee sees fit to benefit other non-profit sports organizations or clubs, or charities.

42. THE BY LAWS

These Rules are based on the Model Rules from the Association’s Incorporation Act (1981) Victoria.

43. DECLARATION OF LIFE MEMBERS

(1) The Executive Committee of the Australian Police Ski Federation may declare, for whatever reason they deem appropriate, members of the Australian Police Ski Federation to be “Life Members”.

(2) Members of the Australian Police Ski Federation declared to be “Life Members” are excluded from having to pay ‘race entry’ fess at any Australian Police Winter Games or annual membership fees.

(3) While a person is an office bearer or member of the Executive Committee of the Australian Police Ski Federation that person is not eligible to be declared a life member.

(4) The Secretary shall commence and maintain a register of “Life Members”.

(5) Application for A.P.S.F Life Membership can not be self-nominated. Nominations for Life Membership must come in writing from at least one (1) other A.P.S.F Full Current Member before being considered by the Committee.

(6) The Executive Committee, when considering applications for Life Membership, will determine such applications on service to the Australian Police Ski Federation and/or the Australian Police Winter Games as the primary condition for nominations to be deemed appropriate and for Life Membership to be granted.

44. MONEY, PROPERTY AND BANKING

(1) The Federation may collect money from fees, donations, sponsorship, subscriptions and other sources as determined by the Executive Committee.

(2) The Executive Committee will open and maintain a banking account for the Australian Police Ski Federation. All money received must be deposited into the Federations bank account as soon as practicable.

(3) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments must be signed by the signatory or signatories, as nominated by the Executive Committee.

(4) The Executive Committee must give approval for payments over $1000.00.

(5) The Treasurer of the Australian Police Ski Federation-

(a) must collect and receive all moneys due to the Federation, including fees, donations, sponsorship, subscriptions, and other sources the Executive Committee determines and make all payments authorized by the Federation; and

(b) must keep correct accounts and books showing the financial affairs of the Federation with full details of all receipts and expenditure connected with activities of the Federation.

(6) The Australian Police Ski Federation will be audited in accordance with the Act and Regulations and rulings of Consumer Affairs, Victoria.

(7) Subject to any resolution passed by the Federation in general meeting, the funds of the Federation are to be used in pursuance of the objects and Rules of the Federation in such a manner as the Committee determines;

(a) sub-rule (3) does not restrict promotional giveaways, gifts and prizes won or randomly distributed during Federation competitions and events or charity donations.

(8) The Executive Committee members are entitled to compensation for “out of pocket” expenses. Committee members are not to draw a wage, salary or stipend from Federation funds or assets as recompense for work done on the committee or in association with work done for the Federation or A.P.W.G.

(9) The Federation must, as soon as practicable after receiving any money, issue an appropriate receipt.

45. MEMBERS LIABILITIES

The liability of a member of the Federation to contribute towards the payment of debts and liabilities of the Federation or the costs, charges and expenses of the winding up of the Federation is limited to the amount, if any, unpaid by the member in respect of membership of the Federation as required by Rule 6.

46. TREASURER

(1) The Treasurer, if he or she is not a member of a Race Committee-

(a) in accordance with Rule 30, may delegate duties to a member of the Race Committee in relation to money transactions and financial matters pertinent to the A.P.W.G or other A.P.S.F competition or events;

(b) may direct a Race Committee to keep a separate bank account and record of financial affairs in relation to the A.P.W.G or other A.P.S.F competition;

(c) may direct a Race Committee to produce any or all financial records or statements in relation to the A.P.W.G or other A.P.S.F competition to the Executive Committee. A Race Committee will not unnecessarily delay or obstruct or refuse the production of such records or statements.

(d) a Race Committee is responsible for producing a report at the completion of competition on the financial conduct of the A.P.W.G or other A.P.S.F competition if required by the Treasurer. Such report will be in the form and format as stipulated by the Treasurer and must be produced to the Treasurer in a prompt and timely fashion.

(2) The Treasurer will maintain the accounts, securities, financial records and other relevant documents of the Federation and will-

(a) produce them to a member of the Federation upon reasonable request for personal inspection free of charge; or

(b) provide a copy of such records to a member upon reasonable request. The cost of producing such copies must be met by the member making the request. This cost must be paid in advance; or

(c) allow the requesting member to make a copy of any accounts, securities, financial records and other relevant document of the Federation as long as the records remain under the control of the Treasurer;

(d) produce a report at each A.G.M. in accordance with Section 30 (3) of the Act.

47. SECRETARY

(1) Except as otherwise provided in these Rules, the Secretary must keep in his or her custody or under his or her control all books, document and securities of the Federation.

(2) It is the duty of the Secretary to keep minutes of-

(a) all appointments of office bearers and members of the Executive and sub-Committee’s;

(b) the names of members of the Executive Committee present at a committee meeting or a general meeting; and

(c) all proceedings at Executive Committee meetings and general meetings; and

(d) produce them to a member of the Federation upon reasonable request for personal inspection free of charge; or

(e) provide a copy of such records to a member upon reasonable request. The cost of producing such copies must be met by the member making the request. This cost must be paid in advance; or

(f) allow the requesting member to make a copy of any book, document and security and other relevant document of the Federation as long as the records remain under the control of the Treasurer;

(3) The Secretary, if he or she is not a member of a Race Committee-

(a) in accordance with Rule 30, may delegate duties to a member of the Race Committee in relation to the keeping of minutes and other records pertinent to the A.P.W.G or other A.P.S.F competition or events;

(b) may direct a Race Committee to produce any minutes and other records in relation to the A.P.W.G or other A.P.S.F competition to the Executive Committee. A Race Committee will not unnecessarily delay or obstruct or refuse the production of such records or statements.

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