CENTRAL COAST DISTRICT
WOMEN’S BOWLING ASSOCIATION
1. FINANCIAL YEAR
The Financial year of the District shall commence on 1st July of each year and close on 30th June the following year.
2. ANNUAL GENERAL MEETING
(a) The Annual General Meeting of the District shall be held on 1st Friday of August unless alteration of day and date is deemed necessary.
(b) The Annual General Meeting shall not be held prior to the close of the Financial Year
3.1 General meetings
(a) The District will hold 11 General Meetings of Members per year.
(b) This/these meetings will be held in the month/s of February to December
3.2 Management meetings
(a) The District will hold no less than six meetings per year.
4. MANAGEMENT COMMITTEE
4.1 The Management Committee shall, subject to the District Constitution have the following powers:
(a) deal with any matter which, in its opinion should be dealt with without waiting for a regular meeting or a special meeting of the District to be called, provided that at the next District Meeting the Secretary shall produce a written report from the Management Committee of any business that it shall have transacted or dealt with since the previous District Meeting.
(b) deal with all matters of urgency relating to finances and have power to incur liability to an amount not exceeding $3,000.00. In this case, the President and Treasurer shall be present.
(a) The President shall preside at all Meetings of the District, subject to District Constitution Rule 18.2
(b) The President shall be ex-officio a member of all Committees with the exception of the Selection Committee when selection is taking place.
Should the office of President become vacant less than (6) months prior to the Annual General Meeting, an acting President shall be elected at a Special Meeting of the Committee called for that purpose. The elected member shall have all the powers and privileges of a duly elected President.
In any other case a President shall be elected under the terms of the District Constitution
The Secretary shall:
(a) receive, open, record and keep all correspondence.
(b) receive all moneys and hand to the Treasurer.
(c) prepare an Agenda for all Management and General Meetings
(d) call all meetings in accordance with the District Constitution.
(e) take minutes of all Meetings and maintain proper records of same.
(f) arrange for a copy of the Annual Report and Balance Sheet to be issued to all Member Clubs.
(g) call for and receive entries for all District Fixtures.
(h) forward a copy of the draw for all District Fixtures and Pennants to the Member Clubs.
(i) forward a copy of the completed draws for all District Fixtures and Pennants to the NSWWBA
(j) carry out any additional duties as listed in the District Constitution Rules 9 and 14.
(k) distribute to all clubs the District Programme of Events.
All correspondence shall be directed to and answered by the Secretary under the direction of the Management Committee
The Treasurer shall
(a) receive all moneys from the Secretary.
(b) keep current accounts in the name of the Central Coast District Women’s Bowling Association at such financial institutions as the District shall direct, such accounts to operated upon as directed by By-Law 9
(c) keep correct accounts and books showing the financial affairs of the District and give a financial report at each Management Committee Meeting and General Meetings and furnish a properly audited Statement of Receipts and Expenditure to accompany the Annual Report.
5 OPERATIONAL COMMITTEES
5.1 MATCH COMMITTEE
The Match Committee shall consist of no more than 7 members.
The Match Committee shall, when requested by the Management Committee:
(a) prepare in conjunction with the District Secretary/President a District Program of Events for the following year, as soon as is practicable after publishing of the State Program of Events.
(b) make all arrangements for the playing of events following adoption by the Management Committee of the Program of Events.
(c) complete draw and allocate greens for the playing of same. Copy of the draw for each event shall be forwarded to the Secretary for distribution to Member Clubs.
(d) arrange for Markers to be available for Singles Championships.
(e) settle all disputes arising in connection with Conditions of Play for District Events and Pennants subject always to appeal to NSWWBA
The Chairman of the Match Committee shall be responsible for providing the Publicity Officer with results of District Championships and Competitions.
5.2 SELECTION COMMITTEE
The Selection Committee shall consist of no more than 5 members.
The Selection Committee shall when requested by the Management Committee:
(a) select teams for all intra/inter District and Regional Matches.
(b) immediately report such selections to the Secretary to be taken to the next Management Committee Meeting for approval.
5.3 SOCIAL COMMITTEE
The Social Committee shall consist of no more than 5 members.
The Social Committee shall, under the direction of the Management Committee:
(a) assist at intra/inter Regional and District matches if required
(b) organise raffles to raise funds for the District.
(c) Purchase gifts for special days
6.1 The Management Committee has the power to appoint a Chairman of any Operational Committee
should such Committee fail to elect its Chairman within fourteen (14) days of its election.
6.2 The Management Committee may appoint
(a) a Publicity Officer
(b) a Website Editor (who may hold another position on District as well)
6.3 The District may combine Selection and Match if necessary. (no more than 7)
6.4 (a) No member club shall have more than two (2) of its member players on the Management Committee
(b) A member club may also have no more than two (2) of its member players on each of the Operational Committees.
6.5 The number of Vice Presidents is limited to two (2).
7 PUBLICITY OFFICER
7.1 If appointed the Publicity Officer shall
(a) attend to all publicity as directed by the Management Committee and shall be the only member authorised to submit copy to “Bowls News”.
(b) submit a printed copy or email a copy to the Secretary/President for approval.
(c) be responsible for submitting results of District Championships and Competitions to the Newspapers for publishing.
The funds of the District shall be placed in such financial institutions or as the District may from time to time determine, in the name of the Central Coast District Women’s Bowling Association. All cheques to be signed by any two of the following, the President, Secretary or Treasurer. All accounts to be certified for payment at a Management Committee Meeting.
The Statement of Accounts and Balance Sheet for the period of twelve (12) months ending 30th June in each year, duly certified by the Auditor, shall be submitted to the Annual General Meeting
9 MEMBER CLUBS ANNUAL SUBSCRIPTIONS
The Annual Subscription from each Member Club to the District Association shall be as determined from time to time by the Member Clubs at the first General Meeting of the District in each calendar year.
For the purpose of the Regional Representative Funds the District shall collect and forward to the Regional Representative such amount as directed by the NSWWBA .
10 DISPUTES AND OBJECTIONS
Any disputes, objections and appeals shall be dealt with in accordance with State By-law No. 6
11. CHAMPIONSHIPS AND OTHER EVENTS
(a) member clubs arranging social or other competitions during the playing of a District Event must be prepared to provide green space for the District Matches set down for their clubs.
(b) the District shall arrange Championships and other events open to all players of its member clubs and provide monetary and/or trophy awards.
(c) monetary awards shall not be used for the purchase of badges bearing the name of the District in any form.
12 LAWS OF THE SPORT OF BOWLS AND CONDITIONS OF PLAY FOR STATE CHAMPIONSHIPS AND EVENTS
The “Laws of the Sport of Bowls” and “Conditions of play for State Championships and Events” shall be those adopted from time to time by the NSWWBA
(a) the uniform for play in District Events shall be as set down in the NSWWBA Dress Policy.
(b) the District hatband (as approved by NSWWBA) may be worn by District Officers when representing the District in an official capacity and by players when playing in Inter-District matches.
(c) when playing in Inter-Region matches, selected players will wear their Club headwear.
CENTRAL COAST DISTRICT BOWLING ASSOCIATION - DOMESTIC RULINGS
1. All Operational Committee members [with the exception of Social] may only enter two District Championships [i.e. Singles, Pairs, Triples, Open/Senior Fours] in any calendar year. There should be no more than two members of each committee playing in the one event, liasing with other members of their committee as to which event they will enter. This does not include Pennants. All committee members may play pennants.
2. Match Committee:
During Post Sectional Pennant play, Hetherington Trophy and Challenge Cup all members will be required to work unless playing.
3. Selection Committee:
A roster should be prepared by the Chairman for attendance of members at different venues of all events to allow for the viewing of potential players.
CENTRAL COAST DISTRICT WOMEN’S BOWLING ASSOCIATION
The name of the association is Central Coast District Women’s Bowling Association (“District Association”)
2. OBJECTS OF DISTRICT ASSOCIATION
The objects for which the District Association is established and maintained are to:
(a) conduct, encourage, promote, advance and administer Bowls throughout the District Association’s prescribed geographical area;
(b) act, at all times, on behalf of and in the interest of the Members and Bowls in the District Association’s prescribed geographical area;
(c) be part of and subject to the control and direction of NSWWBA including adopting NSWWBA’s rule and policy frameworks to further these Objects;
(d) abide by, promulgate, enforce and secure uniformity in the application of the rules of Bowls as may be determined from time to time by Bowls Australia (BA) and/or NSWWBA as may be necessary for the management and control of Bowls and related activities in New South Wales;
(e) advance the operations and activities of the District Association throughout the District Association’s prescribed geographical area; and
(f) undertake and or do all such things or activities which are necessary, incidental or conducive to the advancement of these Objects.
3 POWERS OF THE DISTRICT ASSOCIATION
Solely for furthering the Objects the District Association has the legal capacity and powers of a natural person.
4 DEFINITIONS AND INTERPRETATION
In this Constitution unless the contrary intention appears, these words shall have the following meanings:
“Bowls” means the sport of Bowls.
“By-Laws” means any By-Laws made by the Management Committee under Rule 34.
“Constitution” means this Constitution.
“Delegate” means the person appointed from time to time by Member Clubs in the District Association’s prescribed geographical area in accordance with Rule 6.3.
“District Association” means Central Coast District women’s Bowling Association.
“District” means any properly constituted association of Member Clubs formed within New South Wales established or recognised by NSWWBA under the NSWWBA Constitution and includes the District Association. A reference to “District” also includes the defined geographical District area of New South Wales with boundaries determined by NSWWBA from time to time.
“Executive Officers” means the President, Vice Presidents, Secretary and Treasurer.
“Financial Year” means the year ending 30 June in each year.
“General Meeting” means the annual or any general meeting of the District Association.
“Intellectual Property” means all rights subsisting in copyright, business names, names, trade marks (or signs), logos, designs, equipment including computer software, images (including photographs, videos or films) or service marks relating to the District Association or any event, competition or Bowls activity of or conducted, promoted or administered by the District Association.
“Management Committee” means the body consisting of persons elected to the positions described in Rule 22.1.
“Member” means a Member Club which is situated in the prescribed geographical area of the District Association under Rule 7.
“Member Club” means any properly constituted body whether incorporated or not, recognised by, and admitted to membership of NSWWBA under the NSWWBA Constitution.
“NSWWBA” means New South Wales Women’s Bowling Association Inc.
“NSWWBA Constitution” means the Constitution of NSWWBA and includes for the purposes of this document only any by-laws made under the NSWWBA Constitution.
“Objects” means the objects of the District Association set out in Rule 2.
“Operational Committee” means any operational committee established by the District Association pursuant to Rule 24.
“Player” means any Woman eighteen (18) years of age or older who is an individual member of a Member Club and who has the right to vote at any General Meeting of that Member Club, which is a Member of the District Association.
“President” means the president for the time being of the District Association.
“Region” means a properly defined geographical area of New South Wales with boundaries determined by NSWWBA from time to time. A reference to “Region” also includes the committee or other body appointed to administer an approved area.
“Secretary” means the secretary of the District Association for the time being elected under this Constitution.
“Special Resolution” means a resolution passed at a General Meeting if it is supported by at least three-quarters of the votes cast by Members who are entitled to vote on the proposed resolution.
“Woman” means a “female” as shown on her birth certificate or recognised details certificate.
In this Constitution:
(a) a reference to a function includes a reference to a power, authority and duty;
(b) a reference to the exercise of a function includes, where the function is a power, authority or duty, a reference to the exercise of the power or authority or the performance of the duty;
(c) words importing the singular include the plural and vice versa; and
(d) a reference to “writing” shall unless the contrary intention appears, be construed as including references to printing, photography and other modes of representing or reproducing words in a visible form including messages sent by e-mail.
If any provision of this Constitution or any phrase contained in it is invalid or unenforceable in any jurisdiction, the phrase or provision must be read down for the purpose of that jurisdiction, if possible, so as to be valid and enforceable. If it cannot be read down it shall be severed to the extent of the invalidity or unenforceability, without affecting the remaining provisions of this Constitution or affecting the validity or enforceability of that provision in any other jurisdiction.
NSWWBA may establish Regions within New South Wales in accordance with the NSWWBA Constitution.
6 THE DISTRICT ASSOCIATION
To be eligible to become and/or remain a District, the District Association must:
(a) be constituted upon the basis that:
(i) its membership is prohibited from sharing in the profits of the body;
(ii) its Members agree to abide by this Constitution and the NSWWBA Constitution;
(iii) it must have its Constitution and any amendments to its Constitution approved by NSWWBA; and
(iv) it must satisfy such other criteria as may be prescribed by NSWWBA from time to time.
6.2 Compliance of District Association
The District Association shall:
(a) be subject to the control and direction of NSWWBA;
(b) adopt rules and objects which reflect and conform with the NSWWBA Constitution;
(c) where requested by NSWWBA, provide NSWWBA with copies of its accounts and annual report and other associated documents within thirty (30) days of the District Association’s Annual General Meeting; and
(d) support the appointed Region (if any) and NSWWBA in the attainment and promotion of NSWWBA’s objects.
The District Association:
(a) shall ensure its Members each appoint or elect a Delegate(s) to attend and represent the Member at relevant NSWWBA, District or Regional meetings; and
(b) may appoint a representative to represent the District Association at Regional or NSWWBA meetings (subject always to the NSWWBA Constitution).
6.4 Operation of Constitution
The District Association agrees that:
(a) it is subject to and bound by the NSWWBA Constitution and that the NSWWBA Constitution operates to create uniformity in the way in which the Objects and Bowls are to be conducted, promoted and administered;
(b) should it be having administrative, operational or financial difficulties NSWWBA may act to assist the District Association in whatever manner NSWWBA considers appropriate, including, but not limited to the appointment of an administrator; and
(c) in the event of any inconsistency between a term in this Constitution and a term in the NSWWBA Constitution, the NSWWBA Constitution prevails to the extent of any such inconsistency.
(a) Membership shall be determined by NSWWBA.
(b) The Members of the District Association shall consist of NSWWBA and those Member Clubs in the District Association’s prescribed geographical area. Such Member Clubs shall, via their appointed Delegates have the right to be present, debate and vote at General Meetings.
(c) Districts are not permitted to appoint Life Members or Patrons.
8 SUBSCRIPTIONS, FEES AND LEVIES
The time for and manner of payment of annual membership subscription fees and any other fees or levies payable by Members to the District Association shall be as determined by the Management Committee from time to time (subject always to the approval of NSWWBA).
9 REGISTER OF MEMBERS
9.1 Secretary to Keep Register
The Secretary shall keep and maintain a register of Members in accordance with the requirements of NSWWBA and relevant privacy laws.
9.2 Inspection of Register
Having regard to confidentiality considerations, an extract of the Register, excluding the address of any Member shall be available for inspection by Members, upon reasonable request.
10 EFFECT OF MEMBERSHIP
Members acknowledge and agree that:
(a) this Constitution constitutes a contract between each of them and the District Association and that they are bound by this Constitution, the By-Laws and the NSWWBA Constitution;
(b) they shall comply with and observe this Constitution, the By-Laws, the NSWWBA Constitution and any determination, resolution or policy which may be made or passed by the Management Committee or any duly authorised Committee;
(c) by submitting to this Constitution and the By-Laws they are subject to the control and jurisdiction of NSWWBA;
(d) they are entitled to all benefits, advantages, privileges and services of District Association membership; and
(e) they will not become a party to any suit at law or equity, against the District Association, NSWWBA, or any other Member or any other person subject to this Constitution, until all remedies and avenues of appeal allowed by this Constitution and/or the NSWWBA Constitution have been exhausted, save with the written consent of the District Association and NSWWBA.
11 DISCONTINUANCE OF MEMBERSHIP
11.1 Notice of Resignation
Any Member which has paid all monies due and payable to the District Association may resign from the District Association. Advice of such resignation shall be advised by the Member to the District Association.
11.2 Expiration of Notice Period
Upon receipt of a notice given under Rule 11.1 an entry, recording the date on which the
Member ceased to be a Member shall be recorded in the Register.
Where the District Association is advised or considers that a Member has allegedly:
(a) breached, failed, refused or neglected to comply with a provision of this Constitution, the By-Laws, the NSWWBA Constitution or any resolution or determination of the District Association, the Board, NSWWBA or any duly authorised committee; or
(b) acted in a manner prejudicial to the Objects of the District Association and/or Bowls; or
(c) brought the District Association or Bowls into disrepute, the District Association shall as soon as practicable notify NSWWBA. The NSWWBA may commence or cause to be commenced, disciplinary or investigatory proceedings against that Member and, that Member, will be subject to, and submits unreservedly to the jurisdiction, disciplinary procedures and penalties and the appeal mechanisms of NSWWBA as set out in the NSWWBA Constitution or to such other procedures as may be determined by NSWWBA from time to time.
13 ANNUAL GENERAL MEETING
(a) An Annual General Meeting of the District Association shall be held at least once in every calendar year on a date and at a venue to be determined by the Management Committee.
(b) All meetings other than Annual General Meetings shall be General Meetings and shall be held in accordance with this Constitution.
14 GENERAL MEETINGS
14.1 General Meetings May be Held
The Management Committee may, whenever it thinks fit convene a General Meeting of the District Association and, where, but for this Rule more than fifteen (15) months would elapse between Annual General Meetings, shall convene a General Meeting before the expiration of that period.
14.2 Requisition of General Meetings
(a) The Management Committee may by resolution convene a General Meeting.
(b) The Secretary shall convene a General Meeting within twenty-eight (28) days of receiving a requisition by NSWWBA or fifty percent (50%) plus one (1) of Members.
(c) The requisition for a General Meeting shall state the object(s) of the meeting, shall be signed by NSWWBA or the Delegates of the Members making the requisition and be sent to the District Association. It may consist of several documents in a like form, each signed by one (1) or more of the Delegates of the Members making the requisition.
(d) If the Management Committee does not cause a General Meeting to be held within twenty-eight (28) days after the date on which the requisition is sent to the District Association, the Members making the requisition, or any of them, may convene a General Meeting to be held not later than one (1) month after that date.
(e) A General Meeting convened by Members under this Constitution shall be convened in the same manner, or as nearly as possible as that, in which General Meetings are convened by the Management Committee.
(a) The business to be transacted at the Annual General Meeting includes consideration of the accounts of the District Association, the reports of the Management Committee and auditors and the election of the Management Committee and all Operational Committees.
(b) All business that is transacted at a General Meeting and also all that is transacted at an Annual General Meeting, with the exception of those matters set down in Rule 15(a) shall be special business.
(c) No business other than that stated on the notice of meeting shall be transacted at that meeting.
16 NOTICES OF MOTION
All notices of motion for inclusion as special business at a General Meeting must be submitted in writing to the Secretary not less than thirty-five (35) days (excluding receiving date and meeting date) prior to the General Meeting. Only the Management Committee, NSWWBA or a Member may submit a notice of motion in accordance with this Rule.
17 NOTICE OF GENERAL MEETING
(a) Notice of every General Meeting shall be given to every Member Club (including NSWWBA) at the address appearing in the register kept by the District Association. Notice may also be published in relevant newspapers, posted on the District Association website or sent to Members Clubs electronically. No person shall be entitled as of right to receive notices of General Meetings.
(b) A notice of a General Meeting shall specify the place and day and hour of meeting and shall state the business to be transacted at the meeting.
(c) At least twenty-eight (28) days notice of a General Meeting shall be given to Members together with:
(i) any notice of motion received from the Management Committee or Members; and
(ii) the agenda for the meeting.
18 PROCEEDINGS AT GENERAL MEETINGS
No business shall be transacted at any General Meeting unless a quorum is present at the time when the meeting proceeds to business. A quorum for General Meetings of the District Association shall be twenty five per cent (25%) of Members.
18.2 President to Preside
The President shall, subject to this Constitution, preside as chair at every General Meeting. If the President is not present or is unwilling or unable to preside, the Management Committee shall appoint one (1) of their number to preside as chair for that meeting only.
18.3 Adjournment of Meeting
(a) If within half an hour from the time appointed for the meeting a quorum is not present the meeting shall be adjourned until the same day at the same time and place two (2) weeks later or to such other day and at such other time and place as the Management Committee may determine and if at the adjourned meeting a quorum is not present within half an hour from the time appointed for the meeting the meeting will lapse.
(b) The chair may, with the consent of all Members present at any General Meeting at which a quorum is present, adjourn the meeting to another time and place but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.
(c) When a meeting is adjourned for twenty-eight (28) days or more, notice of the adjourned meeting shall be given as in the case of the original meeting.
d) Except as provided in Rule 18.3(c) it shall not be necessary to give any notice of an adjournment or the business to be transacted at any adjourned meeting.
18.4 Voting Procedure
At any meeting a resolution put to the vote shall be decided on a show of hands unless (before or on the declaration of the result of the show of hands) a poll is demanded and that demand is not withdrawn:
(a) by the chair;
(b) by any Delegate; or
(c) by the duly appointed representative of NSWWBA.
18.5 Recording of Determinations
Unless a poll is demanded under Rule 18.4 a declaration by the chair that a resolution has on a show of hands been carried or carried unanimously or by a particular majority or lost and an entry to that effect in the book containing the minutes of the proceedings of the District Association shall be conclusive.
evidence of the fact without proof of the number of the votes recorded in favour of or against the resolution.
18.6 Where Poll Demanded
If a poll is duly demanded under Rule 18.4 it shall always be taken as a secret ballot and in such other manner and either at once or after an interval or adjournment of otherwise as the chair directs and the result of the poll shall be the resolution of the meeting at which the poll was demanded.
19 VOTING AT GENERAL MEETINGS
19.1 Entitlement to Vote
Each Club shall have one (1) vote at General Meetings. No individual person shall be entitled to vote. Where a Member’s subscriptions fees or other levies are twenty-eight (28) days or more in arrears at the time of the General Meeting, or a Member is indebted to the District Association for any sum for a period of twenty-eight (28) days or more, that Member shall not be entitled to vote.
19.2 Chair may NOT exercise casting vote
In the event of an equality of votes, the chair of the meeting shall not have a casting vote and the resolution will be declared lost. A resolution that is declared lost cannot be resubmitted for consideration at a General Meeting until six (6) months has passed.
19.3 Methods of Voting
Where voting is required to be by secret ballot, including where a poll is demanded. the chair may appoint a returning officer and scrutineers. In the event of a ballot for the election of any Committee Member the chair shall not appoint any candidate for election as scrutineer or returning officer.
20 VOTING NOT PERMITTED
Electronic, postal and proxy voting is not permitted at any General Meeting.
21 POWERS OF THE MANAGEMENT COMMITTEE
Subject to this Constitution, the NSWWBA Constitution and any direction given by NSWWBA the business of the District Association shall be managed and the powers of the District Association shall be exercised, by the Management Committee.
22 THE MANAGEMENT COMMITTEE
22.1 Composition of the Management Committee
The Management Committee shall comprise:
(a) the President;
(b) Vice Presidents;
(c) the Secretary;
(d) the Treasurer,
(e) the Chair of each Operational Committee (as set out in the By-Laws),
all of whom, subject to this Constitution, will be elected at the Annual General Meeting in accordance with this Constitution.
23 ELECTION OF OFFICERS
23.1 Nominations for Management and Operational Committees
Nominations for these positions shall be called for by the Secretary forty-two (42) days prior to the Annual General Meeting.
23.2 Form of Nomination
Nominations must be
(a) in writing;
(b) on the prescribed form (if any) provided for that purpose;
(c) signed by two (2) Players of Member Clubs;
(d) certified by the nominee (who must be a Player of a Member Club) expressing her willingness to accept the position for which she is nominated; and
(e) delivered to the District Association not less than twenty eight (28) days before the date fixed for the holding of the Annual General Meeting.
(a) If the number of nominations received for the Management and Operational Committees is equal to the number of vacancies to be filled or if there are insufficient nominations received to fill all vacancies then those nominated shall be declared elected.
(b) If insufficient nominations are received to fill all vacancies on the Management and the Operational Committees the positions will be deemed casual vacancies under Rule 25.1.
(c) If the number of nominations exceeds the number of vacancies to be filled, voting papers shall be prepared containing the names of the candidates in order drawn by ballot for each vacancy on the Management and the Operational Committees.
(d) The voting shall be conducted using the first past the post method, and shall be by secret ballot to be conducted at the Annual General Meeting on papers prepared by the Secretary.
(e) If voting is equal for two or more candidates a further ballot will be held. If voting is still equal after the further ballot the election will be declared null and void and the positions will be declared casual vacancies.
23.4 Term of Appointment
(a) All elected positions are for a period of one (1) year.
(b) There is no time restraint on any elected position with the exception of the President.
(c) The President shall have a maximum term of three (3) years.
24 OPERATIONAL COMMITTEES
The District Association may establish such Operational Committees as it deems fit from time to time. The Operational Committees will be constituted and carry out such duties and function with such powers as the Management Committee determines and as are prescribed in the By-Laws.
25 VACANCIES ON THE MANAGEMENT OR ANY COMMITTEES
25.1 Casual Vacancies
Any casual vacancy occurring may be filled by the Management Committee from among eligible Players of Member Clubs.. Any casual vacancy may only be filled for the remainder of the year.
25.2 Grounds for Termination of Committee Members
The position of any Member of the Management Committee or any Operational Committee becomes vacant if the Member:
(b) becomes of unsound mind;
(c) resigns her office in writing to the District
(d) is absent without the consent of the Management Committee from meetings of the Management Committee held during a period of three (3) months;
(e) does not fulfil her expected obligations to the Operational Committee;
(f) in the opinion of the Management Committee:
(i) has acted in a manner unbecoming or prejudicial to the Objects and/or interests of the District Association and/or Bowls: or
(ii) has brought herself, the District Association or Bowls into disrepute;
(g) breaches any rule, By-Law or code of conduct of the District Association or NSWWBA; or
(h) is removed by NSWWBA by Special Resolution.
26 MEETINGS OF MANAGEMENT COMMITTEE
26.1 Management Committee Meetings
The Management Committee shall meet as often as is deemed necessary in each calendar year for the dispatch of business and may adjourn and, subject to this Constitution otherwise regulate, its meetings as it thinks fit. The President or three (3) Members of the Management Committee may at any time, and the Secretary shall, on the requisition of the President or three (3) Members of the Management Committee, convene a meeting of the Management Committee within reasonable time.
26.2 Notice of Management Meetings
Unless all Members of the Management Committee agree to hold a meeting at shorter notice (which agreement shall be sufficiently evidenced by their presence) not less than fourteen (14) days’ written notice of the meeting of the Management Committee shall be give to each Member entitled to receive notice. The agenda shall be forwarded to each Member not less than seven (7) days prior to such meeting.
At meetings of the Management Committee the number of committee members whose presence is required to constitute a quorum is half the Management Committee plus one (1).
26.4 President as Chair
The President shall be the nominal head of the District Association and will act as chair of any Management Committee meeting or General Meeting at which she is present. If the President is not present, or is unwilling or unable to preside, the remaining Members of the
Management Committee shall appoint one (1) of their number to preside as chair for that meeting only.
26.5 Decisions of Management Committee
Subject to this Constitution, questions arising at any meeting of the Management Committee shall be decided by a majority of votes and a determination of a majority of Members of the Management Committee shall for all purposes be deemed a determination of the Management Committee. All Members of the Management Committee shall have one (1) vote on any resolution. The Chair shall have no casting vote. Where voting is equal the resolution is lost.
27 RECORDS AND ACCOUNTS
27.1 Custody and Inspection
The Management Committee shall ensure the safe and proper custody or control of all books, documents and securities of the District Association. The books, documents and securities of the District Association shall be available for inspection upon reasonable notice to the Secretary subject always to confidentiality considerations.
27.2 Records Kept
Proper accounting and other records shall be kept by the District Association. The books of account shall be kept in the care and control of the Secretary
27.3 District Association to Retain Records
The District Association shall retain such records for seven (7) years after the completion of the transactions or operations to which they relate.
27.4 Management Committee to Submit Accounts
The Management Committee shall submit to the Members at the Annual General Meeting the
statements of account of the District Association in accordance with this Constitution.
27.5 Accounts to be sent to Members
The Secretary shall cause to be sent, or otherwise made available, to all Members entitled to receive notice of General Meetings of the District Association in accordance with this Constitution, a copy of the Statements of account, the Management Committee and Operational Committees reports and the auditor’s report.
27.6 Negotiable Instruments
All cheques and other negotiable instruments shall be signed or otherwise executed, as the case may be, by any two (2) authorised Members of the Management Committee or in such other manner as the Management Committee determines.
28 SOURCES OF FUNDS AND INCOME
28.1 Source of Funds
The funds of the District Association shall be derived from membership fees, donations and such othersources as the Management Committee determines (subject always to the approval of NSWWBA).
28.2 Income of District Association
The income and property of the District Association shall be applied solely towards the promotion of the Objects. No portion of the income or property of the District Association shall be paid or transferred, directly or indirectly by way of dividend, bonus or otherwise to any Member other than NSWWBA, but this shall not preclude payment to a Member in good faith for expenses properly incurred or services properly rendered.
(a) A properly qualified auditor shall be appointed and the remuneration of such auditor fixed by the Management Committee.
(b) The accounts of the District Association shall be examined and the correctness of the profit and loss statements and balance sheets ascertained by an auditor at least once in every year.
30.1 Manner of Notice
(a) Notices may be given by the District Association to any Member by sending the notice by pre-paid post or facsimile transmission or where available, by e-mail, to the Member’s registered address, facsimile number or e-mail address.
(b) Where a notice is sent by post, service of the notice shall be deemed to be effected by properly addressing and posting the notice. Service of the notice is deemed to have been effected two (2) days after posting.
(c) Where a notice is sent by facsimile transmission, service of the notice shall be deemed to be effected upon receipt of a confirmation report confirming the facsimile was sent to/or received at the facsimile number to which it was sent.
(d) Where a notice is sent by e-mail, service of the notice shall be deemed to be effected upon receipt of a confirmation report confirming the e-mail message was received at the e-mail address to which it was sent.
31 ALTERATION OF CONSTITUTION
This Constitution shall not be altered except:
(a) by Special Resolution passed by 75% majority vote of the financial Member Clubs present at the Annual General Meeting or Special General Meeting called for the Purpose; and
(b) with the approval of NSWWBA
32.1 Liability of Members
The liability of the Members of the District Association is limited.
32.2 Members’ Contribution
Every Member undertakes to contribute to the assets of the District Association in the event of it being wound up while a Member, or within one (1) year after ceasing to be a Member, for payment of the debts and liabilities of the District Association and the costs, charges and expenses of winding up, such amount not to exceed one dollar ($1.00).
32.3 Distribution of Property on Winding Up
If upon winding up or dissolution of the District Association, there remains, after satisfaction of all its debts and liabilities, any property, the same shall be paid or distributed to NSWWBA being an organisation having purposes similar to the purposes of the District Association and which prohibits the distribution of its income and property among its Members and which is also not carried on for the profit or gain to its Members.
(a) Members of the Management Committee shall be indemnified out of the property and assets of the District Association against any liability incurred by them in their capacity as Committee Members in defending any proceedings, whether civil or criminal, in which judgement is given in their favour or in which they are acquitted or in connection with any application in relation to any such proceedings in which relief is granted by the Court.
(b) The District Association shall indemnify its Members of the Management Committee against all damages and losses (including legal costs) for which any such Committee Member may be or become liable to any third party in consequence of any act or omission except wilful misconduct, performed or made whilst acting on behalf of and with the authority, express or implied of the District Association.
34.1 Management Committee to Formulate By-Laws
The Management Committee may subject to the prior approval of NSWWBA formulate, issue, adopt and amend any By-Laws in effect from time to time for the proper advancement, management and administration of the District Association, the advancement of the Objects and Bowls as it thinks necessary or desirable. Such By-Laws must be consistent with this Constitution and the NSWWBA Constitution.
34.2 By-Laws Binding
All By-Laws made under this Rule shall be binding on the Members.
34.3 Bulletins Binding on Members
Amendments, alterations or other changes to By-Laws shall be advised to Members by such means as may be approved by the Management Committee including but not limited to bulletins prepared and issued by the Secretary. Such bulletins are binding upon all Members.