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To be read in conjunction with the Constitution  

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Where we have added extra duties or clarified roles that information is in (italics)

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14      Composition and membership of Committee

(1)      The committee is to consist of:

(a)      the office-bearers of the association, and

(b)      at least 3- 5 ordinary committee members, each of whom is to be elected at the annual general meeting of the association under clause 15.

Note. Section 28 of the Act contains further requirements concerning eligibility for membership and composition of the committee.

(2)      The total number of committee members is to be 7.(9)

(3)      The office-bearers of the association are as follows:

(a)      the president,

(b)      the vice-president,

(c)      the treasurer,

(d)      the secretary.

    Committee members:

1. House manager

2. Workshop Coordinator

3. Quilt Show Coordinator

4. Community Quilts Coordinator

5. Communication Coordinator

(4)    A committee member may hold up to 2 offices (other than both the offices of president and vice-president).

(5)    There is no maximum number of consecutive terms for which a committee member may hold office.

Note. Schedule 1 to the Act provides that an association’s constitution is to address the maximum number of consecutive terms of office of any office-bearers on the committee.

(6)    Each member of the committee is, subject to this constitution, to hold office until immediately before the election of committee members at the annual general meeting next following the date of the member’s election, and is eligible for re-election.

 

15         Election of committee members

(1)      Nominations of candidates for election as office-bearers of the association or as ordinary committee members:

(a)      Must be made in writing, signed by 2 members of the association and accompanied by the written consent of the                              candidate (which may be endorsed on the form of the nomination), and

(b)      Must be delivered to the secretary of the association at least 7 days before the date fixed for the holding of the annual                  general meeting at which the election is to take place.

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

(3)      If insufficient further nominations are received, any vacant positions remaining on the committee are taken to be casual              vacancies.

(4)      If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated are taken to             be elected.

(5)      If the number of nominations received exceeds the number of vacancies to be filled, a ballot is to be held.

(6)      The ballot for the election of office-bearers and ordinary committee members of the committee is to be conducted at the             annual general meeting in any usual and proper manner that the committee directs.

(7)      A person nominated as a candidate for election as an office-bearer or as an ordinary committee member of the                                association must be a member of the association.

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Committee meetings and quorum

(1)      The committee must meet at least 3 times in each period of 12 months at the place and time that the committee may                        determine.

(2)      Additional meetings of the committee may be convened by the president or by any member of the committee.

(3)      Oral or written notice of a meeting of the committee must be given by the secretary to each member of the committee at            least 48 hours (or any other period that may be unanimously agreed on by the members of the committee) before the time            appointed for the holding of the meeting.

(4)      Notice of a meeting given under subclause (3) must specify the general nature of the business to be transacted at the                    meeting and no business other than that business is to be transacted at the meeting, except business which the                               committee members present at the meeting unanimously agree to treat as urgent business.

(5)      Any 3 members of the committee constitute a quorum for the transaction of the business of a meeting of the committee.

(6)      No business is to be transacted by the committee 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 is to stand adjourned to the same place and at the same              hour of the same day in the following week.

(7)      If at the adjourned meeting a quorum is not present within half an hour of the time appointed for the meeting, the meeting            is to be dissolved.

(8)      At a meeting of the committee:

(a)      the president or, in the president’s absence, the vice-president is to preside, or

(b)       if the president and the vice-president are absent or unwilling to act, one of the remaining members of the committee                    chosen by the members present at the meeting is to preside.

 

16  President:   It is the duty of the President to:

1. Call meetings at least 3 times per year

2. Preside over (chair) Committee Meetings and Stitchers Gatherings

3. Ensure all activities of the BMQ meet the stated aims of the group

4. Compile an email newsletter, delivered to all members one week before Stitchers Gatherings.

   

   Vice President:  It is the duty of the Vice President to:

1. Act for the President in his/her absence

2. Coordinate pop-up shops for each Stitchers Gathering on first Saturday of each month

   

   Secretary

(1)  The secretary of the association must, as soon as practicable after being appointed as secretary, lodge notice with the                association of his or her address.

(2)   It is the duty of the secretary to keep minutes (whether in written or electronic form) of:

   (a)   all appointments of office-bearers and members of the committee, and

   (b)   the names of members of the committee present at a committee meeting or a general meeting, and

   (c)   all proceedings at committee meetings and general meetings.

(3)   Minutes of proceedings at a meeting must be signed by the chairperson of the meeting or by the chairperson of the next              succeeding meeting.

       The signature of the chairperson may be transmitted by electronic means for the purposes of subclause (3).

(4)   Keep records of members and membership forms, and advise Treasurer of new members for insurance purposes

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17      Treasurer:   It is the duty of the treasurer of the association to ensure:

(a)      that all money due to the association is collected and received and that all payments authorised by the association are                   made, and

(b)      that correct books and accounts are kept showing the financial affairs of the association, including full details of all                         receipts and expenditure connected with the activities of the association.

c)       Complete the Annual Return to Fair Trading, including preparation of Financial statements, with the Public Officer within                   one month of the Annual General Meeting

d)       Prepare an Annual Budget, and seek approval from committee for payments made.

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The 5 Committee Members

1.  House Manager -  will coordinate all house management officers (eg welcome desk coordinator, morning tea coordinator, clean up roster coordinators, sign on sheet coordinator, and ensure that all committee members do duty as being available each month (at least 2 per month)

 

 2.  Workshop Coordinator -  identify and liaise with tutors, tutor contracts,  book and cost workshops,

Liaise with B Gael Smith re website link, advertise workshops as appropriate, compile sign-on sheets, arrange for payment of tutors with Treasurer, evaluate workshops

 

 3.  Quilt Show Coordinator – facilitate the Biennial BMQ Quilt Show

 

4.  Community Quilts Coordinator – facilitate the Community Quilts program and sub-committee, liaise with Wimlah, purchase and store resources

 

 5.  Communication Coordinator – coordinate appropriate communication to all members and interested parties of all forms of communication and contact people: social media contact person, facebook, Instagram, website editor, print media coordinator and others as appropriate.

 

Note : All committee will provide regular updates of activities and information to the President for inclusion in the monthly email newsletter.