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THOMPSON ESTATE EASTERN SUBURBS ATHLETIC CLUB INC.
CONSTITUTION
1995
(amended 2009)
THOMPSON ESTATE EASTERN SUBURBS ATHLETIC CLUB INC.
CONSTITUTION
1. NAME
The name of the incorporated association shall be "Thompson Estate Eastern Suburbs Athletic Club Inc" (in these rules called "the Association".)
2. OBJECTS
The objects for which the Association is established are:
(a) To become a member of the Queensland Athletic Association Limited;
(b) To promote athletics as set out in the Memorandum and Articles of Association of the Queensland Athletic Association Limited by establishing and maintaining such facilities and services as are calculated to be appropriate to the practice and competition of athletics;
(c) To establish and maintain cordial relations with other sporting bodies;
(d) To conduct athletics meetings in the Eastern Suburbs of Brisbane.
3. POWERS
Solely for the purpose of carrying out the aforesaid objects and not otherwise, the powers of the Association are:-
[1] To subscribe to, become a member of and co-operate with any other association, club or organization, whether incorporated or not, whose objects are altogether or in part similar to those of the Association provided that the Association shall not subscribe to or support with its funds any association, club or organization which does not prohibit the distribution of its income and property among its members to an extent at least as great as that imposed on the Association under or by virtue of Rule 27.10;
[2] To buy, sell, and deal in all kinds of articles, commodities and provisions, both liquid and solid, for the members of the Association or persons frequenting the Association's premises;
[3] To purchase, take on lease, or in exchange, hire, and otherwise acquire any lands, buildings or property, real and personal, and any rights or privileges which may be requisite for the purposes of, or capable of being conveniently used in connection with any of its objects of the Association: Provided that in case the Associations shall take or hold any property which may be subject to any Trusts, the Association shall only deal with the same in such manner as is allowed by law having regard to such trusts;
[4] To enter into arrangements with any Government or Authority that are incidental or conducive to the attainment of the objectives and the exercise of the powers of the Association; to obtain from any Government or Authority any rights, privileges and concessions which the Association may think it desirable to attain; and to carry out, exercise and comply with any such arrangements, rights, privileges and concessions;
[5] To appoint, employ, remove, or suspend such managers, clerks, secretaries, servants, workmen or other persons as may be necessary or convenient for the purposes of the Association;
[6] To remunerate any person or body corporate for services rendered, or to be rendered, and whether by way of brokerage or otherwise in placing or assisting to place or guaranteeing the placing of any unsecured notes, debentures, or other securities of the incorporated Association, or in or about the incorporated Association or promotion of the incorporated Association or in the furtherance of its objects;
[7] To construct, improve, maintain, develop, work, manage, carry out, alter or control any buildings, grounds, works or conveniences which may seem calculated directly or indirectly to advance the Association's interests, and to contribute to, subsidise or otherwise assist and take part in the construction, improvement, maintenance, development, working, management, carrying out, alteration or control thereof;
[8] To invest and deal with the money of the Association not immediately required in such manner as may from time to time be thought fit;
[9] To take, or otherwise acquire, and hold shares, debentures, or other securities of any company or body corporate;
[10] In furtherance of the objects of the Association, to lend and advance money or give credit
to any person or body corporate; to guarantee and give guarantee or indemnities for the payment of money or the performance of contracts or obligations by any person or body corporate, and otherwise to assist any person or body corporate;
[11] To borrow or raise money either alone or jointly with any other person or legal entity in such manner as may be thought proper and whether upon fluctuating advance account or overdraft or otherwise to represent or secure any moneys and further advances borrowed or to be borrowed alone or with others as aforesaid by notes secured and unsecured, debentures or debenture stock perpetual or otherwise, or by mortgage, charge, lien, or other security upon the whole or any part of the incorporated Association's property or assets presently or future and to purchase, redeem or pay off any such securities;
[12] To draw, make, accept, endorse, discount, execute and issue promissory notes, bills of exchange, bills of lading, and other negotiable or transferable instruments;
[13] In furtherance of the objects of the Association to sell, improve, manage, develop, exchange, lease, dispose of, turn to account, or otherwise deal with all or any part of the property and rights of the Association;
[14] To take or hold mortgage, liens, or charges, to secure payments of the purchase price, or any unpaid balance of the purchase price, of any part of the Association's property of whatever kind sold by the Association, or any money due to the Association from purchasers and others;
[15] To take any gift of property whether subject to any special trust or not, for any one or more of the objects of the Association, but subject always to the proviso in sub-rule (4);
[16] To take such steps by personal or written appeals, public meetings or otherwise, as may from time to time be deemed expedient for the purpose of procuring contributions to the funds of the Association, in the shape of donations, annual subscriptions or otherwise;
[17] To print and publish any newspapers, periodicals, books, or leaflets that the Association may think desirable in the promotion of its objects;
[18] To amalgamate with any one or more incorporated associations having objects altogether or in part similar to those from the Association and which shall prohibit the distribution of its or their income and property among its or their members to an extent at least as great as that imposed upon the Association under or by virtue of Rule 27 (10);
[19] To purchase or otherwise acquire and undertake all or any part of the property, assets, liabilities, and engagements of any one or more of the incorporated associations with which the Association is authorised to amalgamate;
[20] In furtherance of the objects of the Association to transfer all or any part of the property, assets, liabilities, and engagements of the Association to any one or more of the incorporated associations with which the Association is authorised to amalgamate;
[21] To make donations for patriotic, charitable or community purposes;
[22] To transact any lawful business in the aid of the Commonwealth of Australia in the prosecution of any war in which the Commonwealth of Australia is engaged;
[23] To assist all schools in the Association's district where practicable by offering coaching and any other facility or assistance the Association is able to provide;
[24] To coopt the services of any member of the Association or any other suitable person to act in an advisory capacity;
[25] To make such Rules as are necessary for the proper conduct of the Association;
[26] To do all other such things as are incidental or conducive to the attainment of the objects and the exercise of the powers of the Association.
4. CLASSES OF MEMBERS
4.1 The membership of the Association shall consist of:
4.1 (a) ORDINARY MEMBERS who shall be registered members of the Queensland Athletic Association Ltd., financial members of the Association, and who shall be 18 years or older. All ordinary members shall be entitled to voting rights at Association General, Special General and Annual General Meetings. Such membership shall be unlimited in number.
4.1 (b) JUNIOR MEMBERS who shall be registered members of the Queensland Athletic Association Ltd., financial members of the Association, and who shall be between the ages of 7 and 18 years. Junior members shall be not entitled to voting rights at Association General, Special General and Annual General Meetings. Such membership shall be unlimited in number.
4.1 (c) ASSOCIATE MEMBERS who shall be parents or guardians of Junior Members and whose child is a financial member of the Association. Such members shall be entitled to one vote per Junior Member rights at Association General, Special General and Annual General Meetings. Such membership shall be unlimited in number.
4.1 (d) LIFE MEMBERS. Life membership shall be awarded to a member who has rendered outstanding and exceptional service to the Association for at least 8 years. The management committee shall make recommendations to the Annual General Meeting on such membership, and a three-fourths majority shall be required for such membership to be awarded. Life members shall not be required to pay any subscriptions or levies that may be imposed by the Association. Life members shall be entitled to attend General, Special General and Annual General Meetings of the Association and to vote at such meetings. Such membership shall be unlimited in number.
5. MEMBERSHIP
5.1 Every application for Ordinary or Junior membership of the Association shall be on the Queensland Athletic Association Ltd. Registration form signed by the applicant or his/her parent/guardian (if under 18) and every nomination for any other class of membership of the Association shall be submitted in writing, signed by the proposer and seconder and shall be in such form as the Management Committee from time to time prescribes. Associate membership shall be granted automatically upon receipt of an application for junior membership.
6. MEMBERSHIP FEES
6.1 The membership fees for ordinary and junior membership shall be such sum as the Management Committee shall from time to time determine.
6.2 The membership fees for ordinary and junior classes of membership shall be payable at such time and in such manner as the Management Committee shall from time to time determine. Such fee shall cover the same time period as registration with Queensland Athletic Association Ltd.
7. ADMISSION AND REJECTION OF MEMBERS
7.1 At the next meeting of the Management Committee after the receipt of any application and the fee payable for any class of membership, such application will be considered by the Management Committee who shall thereupon determine the admission or rejection of the applicant.
7.2 Any applicant who receives a majority of votes of the members of the Management Committee present at the meeting at which such application is considered shall be accepted as a member to the class of membership applied for.
7.3 Upon rejection of an application for any class of membership, the Secretary shall forthwith give the applicant notice in writing of such rejection,
8. TERMINATION AND TRANSFER OF MEMBERS
8.1 A member may resign from the Association at any time by giving notice in writing to the Secretary. Such resignation shall take effect at the time such notice is received by the Secretary unless a later date is specified in the notice when it shall take effect on that later date. All outstanding fees and charges shall be settled by such member at the date of notice. Applications for transfer must be submitted to the Queensland Athletic Association Limited on the appropriate form.
8.2 If a member:-
(i) Is convicted of an indictable offence; or
(ii) Fails to comply with any of the provisions of these rules; or
(iii) Has membership fees in arrears for a period of two months or more; or
(iv) conducts himself in a manner considered to be injurious or prejudicial to the character or interests of the Association,
The Management Committee shall consider whether the membership shall be terminated or suspended for a specified period. Any member dealt with under this rule shall receive seven (7) days notice to attend a specified meeting of the Management committee, such notice clearly stating the purpose for which the member has been requested to attend.
8.3 The member concerned shall be given a full and fair opportunity of presenting his/her case and if the Management Committee resolves to terminate his/her membership, it shall instruct the Secretary to call a Special general Meeting to consider its recommendation and to advise the member in writing accordingly. At such Special General Meeting the member shall be given a fair and full opportunity of presenting his/her case and if the Special General meeting endorses the Management Committee's decision, the Secretary shall confirm the decision in writing to the member.
8.4 An appeal shall lie to the Queensland Athletics Association Limited against any decision under this rule of the Special general meeting of members, and the Queensland Athletic Association may vary the penalty in accordance wit its Memorandum and Articles of Association.
9. APPEAL AGAINST REJECTION OF MEMBERSHIP
9.1 A person whose application for membership has been rejected may within one month of receiving written notification thereof, lodge with the Secretary written notice of his intention to appeal against the decision of the Management Committee.
9.2 Upon receipt of a notification of intention to appeal against rejection of membership, the Secretary shall convene, within three months of the date of receipt by him/her of the notice, a General Meeting to determine the appeal. At any such meeting, the applicant shall be given the opportunity to fully present his/her case and the Management committee or those members thereof who rejected the application for membership subsequently shall likewise have the opportunity of presenting its or their case. The appeal shall be determined by the vote of the members present at such meeting.
9.3 Where a person whose application is rejected does not appeal against the decision of the Management Committee within the time prescribed by these rules or so appeals but the appeal is unsuccessful, the Secretary shall forthwith refund the amount of any fee paid.
10. REGISTER OF MEMBERS
10.1 The Management Committee shall cause a register to be kept in which shall be entered the names and residential addresses of all persons admitted to membership of the Association and the dates of their admission.
10.2 Particulars shall also be entered into the register of deaths, resignations, terminations and reinstatements of membership and any further particulars as the Management Committee or the members at any General Meeting may require from time to time.
10.3 The register shall be open for inspection at all reasonable times by any member who previously applies to the Secretary for such inspection.
11. MEMBERSHIP OF MANAGEMENT COMMITTEE
11.1 The Management Committee of the association shall consist of the President, the Vice-President, the Secretary, the Assistant Secretary, the Treasurer, all of whom shall be ordinary or associate members of the association, and six (6) other ordinary or associate members as the members of the Association at the Annual General Meeting may from time to time elect.
11.2 At the Annual General Meeting of the Association, all the members of the Management Committee for the time being shall retire from office, but shall be eligible upon nomination for re-election.
11.3 The election of officers and other members of the Management Committee shall take place in the following manner:-
11.3(a) any two ordinary or associate members shall be at liberty to nominate any other ordinary or associate member to serve as an officer or other member of the Management Committee;
11.3(b) The nomination, which shall be in writing and signed by the member and his/her proposer and seconder shall be lodged with the Secretary at least fourteen (14) days before the Annual General Meeting at which the election is to take place;
11.3(c) Balloting lists shall be prepared (if necessary) containing the names of the candidates in alphabetical order, and each member present at the Annual General Meeting shall be entitled to vote for any number of such candidates not exceed the number of vacancies;
11.3(d) should, at the commencement of such meeting, there be insufficient number of candidates nominated, nominations may be taken from the floor of the meeting;
11.3(e) voting for positions at the Annual General Meeting shall be by the first past the post method, and shall be conducted by a secret ballot.
12. RESIGNATIONS FROM MANAGEMENT COMMITTEE
12.1 Any member of the Management Committee may resign from membership of the Management Committee at any time by giving notice in writing to the Secretary but such resignation shall take effect at the time such resignation is received by the Secretary unless a later date is specified in the notice when it shall take effect on that later date or such member may be removed from office at a General Meeting of the Association where the member shall be given the opportunity to fully present his/her case. The question of removal shall be determined by the vote of the members present at such General Meeting.
12.2 Any member of the Management Committee who without permission from the Committee is absent from three consecutive meetings of the Management Committee shall be considered to have vacated office. In the event of this occurring, the Management Committee shall have the power to fill any vacancy.
13. VACANCIES ON THE MANAGEMENT COMMITTEE
13.1 The Management Committee shall have the power at any time to appoint any ordinary or associate member of the Association to fill any casual vacancy on the Management Committee until the next Annual General Meeting.
13.2 The continuing members of the Management Committee may act notwithstanding any casual vacancy in the Management Committee, but if and so long as their number is reduced below the number fixed by or pursuant to these rules as the necessary quorum of the Management Committee, the continuing member or members may act for the purpose of increasing the number of members of the Management Committee to that number or of summoning a General Meeting of the Association, but for no other purpose.
14. FUNCTIONS OF THE MANAGEMENT COMMITTEE
14.1 Except as otherwise provided by these Rules and subject to resolutions of the members of the Association carried at any General Meeting, the Management Committee:-
- Shall have the general control and management of the administration of the affairs, property and funds of the Association; and
- Shall have the authority to interpret the meaning of these rules and any matter relating to the Association on which these rules are silent.
14.2 The Management Committee may exercise all the powers of the Association:-
14.2(a) to borrow or raise or secure the payment of money in such manner as the members of the Association may think fit and secure the same or the payment or performance of any debt, liability, contract, guarantee, or other engagement incurred or to be entered into by the Association in any way and in particular by the issue of debentures, perpetual or otherwise, charged upon all or any of the Association's property, both present and future, and to purchase, redeem, or pay off any such securities;
14.2(b) to borrow money from members at a rate of interest not exceeding interest at the rate for the time charged by bankers in Brisbane for overdrawn accounts on money lent, whether the term of the loan be short or long, and to mortgage or charge its property or part thereof and to issue debentures and other securities, whether outright or as security for any debt, liability or obligation of the Association, and to provide and payoff any such securities;
14.2(c) to invest in such manner as the members of the Association may from time to time determine;
14.2(d) to submit to members at a Special General Meeting or an Annual General Meeting of the Association a competition costume for consideration. The approval of the Queensland Athletic Association Limited shall be obtained prior to the introduction of any, or any change in, costume.
14.3 The Executive of the Association and of the Management Committee shall consist of the President, Vice-President, Secretary and Treasurer. The Executive shall have the power to make decisions which affect the Association between Management Committee Meetings. Any such decisions made shall be discussed at the next Management Committee Meeting. Such decisions may or may not be ratified by such Management Committee Meeting.
14.4 The Secretary shall be the Executive Officer of the Association and shall undertake the duties as allocated by the Management Committee.
15. MEETINGS OF THE MANAGEMENT COMMITTEE
15.1 The Management Committee shall meet at least once every calendar month to exercise its functions.
15.2 A Special Meeting of the Management Committee shall be convened by the Secretary on the requisition in writing signed by not less than one-third of the members of the Management Committee. Such requisition shall clearly state the reasons why such Special Meeting is being convened and the nature of the business to be transacted thereat.
16. APPOINTMENT OF SUB-COMMITTEES
16.1 The Management Committee may delegate any of its powers to a sub-committee consisting of such members of the Association as the Management Committee thinks fit. Any sub-committee so formed shall in the exercise of the powers so delegated conform to any regulations that may be imposed on it by the Management Committee. The President, Vice-President, Secretary and Treasurer shall be ex-officio members of all sub-committees.
16.2 A sub-committee may elect a Chairperson at its meetings. If no such Chairperson is elected, or if at any meeting the Chairperson is not present within ten minutes after the time appointed for holding the meeting, the members present may choose one of their number to be Chairperson of the meeting.
16.3 A sub-committee may meet and adjourn as it thinks proper. Questions arising at any meeting shall be determined by a majority of votes of the members present, and, in the case of equality of votes, the Chairperson in addition to having a deliberative vote shall also have a second or casting vote.
16.4 The Management Committee may appoint such Association officials, captains, handicappers and coaches as are considered necessary for the functioning of the Association.
17. ACTS NOT AFFECTED BY DEFECTS OR DISQUALIFICATION
17. All acts done by any meeting of the Management Committee or of a sub-committee or by any person acting as a member of the Management Committee shall, notwithstanding that it is afterwards discovered that there was some defect in the appointment of any such member of the Management Committee or person acting as aforesaid, or that the members of the Management Committee or any of them were disqualified, be as valid as if such person had been duly appointed and was qualified to be a member of the Management Committee.
18. RESOLUTIONS OF MANAGEMENT COMMITTEE WITHOUT MEETING
18. A resolution in writing signed by all the members of the Management Committee for the time being entitled to receive notice of a meeting of the Management Committee duly convened and held. Any such resolution may consist of several documents in like form, each signed by one or more members of the Management Committee.
19. ANNUAL GENERAL OR GENERAL MEETING
19.1 The business to be transacted at every Annual General Meeting shall be:-
(a) the receiving of the Management Committee's Report and statement of income and expenditure, assets and liabilities and mortgages, charges and securities affecting the property of the Association for the preceding financial year;
(b) Subject to the requirements of clause 27.9, the receiving of the auditor's report upon the books and accounts for the preceding financial year;
(c) the election of officers, other members of the Management Committee and delegates to the Queensland Athletic Association Limited; and
(d) the appointment of a Patron; and
(e) Subject to the requirements of clause 27.9, the appointment of an Auditor; and
(f) general business
20. SPECIAL GENERAL MEETING
20.1 The Secretary shall convene a Special General Meeting:-
(a) when directed to do so by the Management Committee; or
(b) on the requisition in writing signed by not less than one-third of the members presently on the Management Committee or not less than the number of ordinary members of the Association, which equals double the number of members presently on the Management Committee plus one. Such requisition shall clearly state the reasons why such Special General Meeting is being convened and the nature of the business to be transacted thereat; or
(c) On being given notice in writing on an intention to appeal against the decision of the Management Committee to reject an application for membership or to terminate the membership of any person.
21. QUORUMS
21.1 At any General Meeting, the number of members required to constitute a quorum shall be double the number of members presently on the Management Committee plus one.
21.2 No business shall be transacted at any general meeting unless a quorum of members is present at the time when the meeting proceeds to business.
21.3 Notwithstanding (1) and (2) above, if within half an hour from the time appointed for the commencement of a general meeting a quorum is not present, the meeting, if convened upon the requisition of the members of the Management Committee of the Association, shall lapse. In any other case it shall stand adjourned to the same day in the next week at the same time and place, or to such other day and ay such other time and place as a quorum of the Management Committee, in attendance for the said general meeting, determines, and if at the adjourned meeting quorum is not present within half an hour from the time appointed for the meeting, the members present shall be a quorum.
21.4 The Chairperson may, with the consent of any meeting at which a quorum is present (and shall if so directed by the meeting), adjourn the meeting from time to time and from place to 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. When a meeting is adjourned for thirty days or more, notice of the adjourned meeting shall be given as in the case of an original meeting. Save as aforesaid it shall not be necessary to give any notice of an adjournment or of the business to be transacted at an adjourned meeting.
22. NOTICE OF GENERAL MEETING
22.1 The Secretary shall convene all General Meetings of the Association by giving not less than 14 days notice of any such meeting to the members of the Association.
22.2 The manner by which such notice shall be given shall be determined by the Management Committee: Provided that notice of any meeting convened for the purpose of hearing and determining the appeal of a member against the rejection or termination of his membership by the Management Committee, shall be given in writing. Notice of a General Meeting shall clearly state the nature of the business to be discussed thereat.
23. PROCEDURE AT GENERAL MEETING
23. Unless otherwise provided by the Rules, at every General Meeting:-
23.1 the President shall preside as Chairperson, or if there is no President, or if he/she is not present within fifteen minutes after the time appointed for the holding of the meeting or is unwilling to act, the Vice-President shall be the Chairperson of if the Vice-President is not present or is unwilling to act then the members present shall elect one of their number to be Chairperson of the meeting. The Secretary shall call for nominations and conduct a ballot if necessary;
23.2 The Chairperson shall maintain order and conduct the meeting in a proper and orderly manner;
23.3 Every question, matter or resolution shall be decided by a majority of votes of the members present;
23.4 every member present, entitled to vote, shall be entitled to one vote and in the case of an equality of votes the Chairperson, in addition to having a deliberative vote, shall have a second or casting vote: Provided that no member shall be entitled to vote at any General Meeting if his/her annual subscription is more than two months in arrears at the date of the meeting;
23.5 Voting shall be by show of hands or a division of members, unless not less than one-fifth of the members present demand a ballot, in which event there shall be a secret ballot. The Chairperson shall appoint two members to conduct the secret ballot in such manner as he/she shall determine and the result of the ballot as determined by the Chairperson shall be deemed to be the resolution of the meeting at which the ballot was demanded;
23.6 the Secretary shall cause full and accurate minutes of all questions, matters, resolutions and other proceedings of every Management Committee and General Meeting to be entered into a book to open for inspection at all reasonable times by any financial member who previously applies to the Secretary for that inspection. For the purposes of ensuring the accuracy of the recording of such minutes, the minutes of every Management Committee meeting shall be signed by the Chairperson of that meeting or the Chairperson of the next succeeding Management Committee meeting verifying their accuracy. Similarly, the minutes of every General Meeting shall be signed by the Chairperson of that meeting or the Chairperson of the next succeeding General Meeting: Provided that the minutes of any General Meeting shall be signed by the Chairperson of that meeting or the Chairperson of the next succeeding General meeting or Annual General Meeting.
24. BY-LAWS AND REGULATIONS
24.1 The Management Committee may from time to time make, amend or repeal by-laws and regulations, not inconsistent with these rules, for the internal management and proper control of the Association and for the control of the use of the association's property and equipment and to regulate the conditions under which the may be used and to fix charges, if any, to be paid by any eligible person wishing to participate in the activities of the Association. Any by-law or regulation may be set aside by a General Meeting of members.
24.2 The Association's Rules, By-Laws and regulations shall be binding on members, who shall not be absolved from their effect by a plea of not having knowledge of them.
25. ALTERATION OF RULES
25.1 Subject to the provisions of the ASSOCIATIONS'S INCORPORATION ACT 1981, these rules may be amended, rescinded or added to from time to time by a special resolution carried at any General Meeting: Provided that no such amendment, rescission or addition shall be valid unless the same shall have been previously submitted to and approved by the Under Secretary, Department of Justice, Brisbane and provided that such change shall not be valid unless the same shall have been previously submitted to and approved by the Queensland Athletic Association Limited.
26. COMMON SEAL
26.1 The Management Committee shall provide for a Common Seal and for its safe custody. The Common Seal shall only be used by the authority of the Management Committee and every instrument to which the seal is affixed shall be signed by a member of the Management committee and shall be countersigned by the Secretary or by a second member of the Management Committee or by some other person appointed by the Management Committee for the purpose.
27. FUNDS AND ACCOUNTS
27.1 The funds of the Association shall be banked in the name of the Association in such bank or other financial institution as the Management Committee may from time to time direct.
27.2 Proper books and accounts shall be kept and maintained in written or printed form in the English language showing correctly the financial affairs of the association and the particulars usually shown in books of a like nature.
27.3 All monies shall be banked as soon as practicable after receipt thereof.
27.4 All amounts of one hundred dollars or over shall be paid by cheque signed by ant two of the President, secretary, Treasurer or other member authorised from time to time by the Management Committee.
27.5 Cheques shall be crossed "not negotiable" except those in payment of wages, allowances or petty cash recoupments which may be open.
27.6 The Management Committee shall determine the amount of petty cash which shall be kept on the imprest system.
27.7 No payment shall be made unless prior approval for such expenditure has been given by the Management committee. Payment will only be granted upon production of receipts, invoices, and/or other documents acceptable to the Management Committee for expenditure.
27.8 as soon as practicable after the end of each financial year the Treasurer shall cause to be prepared a statement containing particulars of:
(a) the income and expenditure for the financial year just ended; and
(b) The assets and liabilities and of all mortgages, charges, and securities affecting the property of the Association at the close of the year.
27.9 Subject to the requirements of the Department of Justice and Attorney General, present the financial statements accompanied by a verification statement signed by the President and Treasurer, all such statements shall be examined by the auditor who shall present his report upon such audit to the Secretary prior to the holding of the Annual General meeting next following the financial year of which such audit was made.
27.10 The income and property of the association whencesoever derived shall be used and applied solely in promotion of its objects and in the exercise of its powers as set out herein and no portion thereof shall be distributed, paid or transferred directly or indirectly by way of dividend, bonus or otherwise by way of profit to or amongst the members of the Association provided that nothing herein contained shall prevent the payment in good faith of interest to any such member in respect of moneys advanced by him/her to the Association or otherwise owing by the association to him/her or of remuneration to any officers or servants of the Association or to any member of the association or other person in return for any service actually rendered to the Association provided further that nothing herein contained shall be construed so as to prevent the payment or repayment to any member of out-of-pocket expenses, money lent, reasonable and proper charges for goods hired by the Association or reasonable and proper rent for premises demised or let to the Association.
28. DOCUMENTS
28.1 The Management Committee shall provide for safe custody of books, documents, instruments of title and securities of the Association.
29. FINANCIAL YEAR
29.1 The financial year of the association shall close on the 31st December each year.
30. NOTICE
30.1 Any notice required under the Act or by these Rules to be given to any member shall be given by sending it by post to such member at his registered address or if there is no registered address, to the address supplied to the association for the giving of notices. Where a notice is sent by post, service of the notice shall be deemed to be effected by properly addressing, prepaying and posting a letter containing the notice and to have been effected in the case of a notice of a meeting on the day after the posting and in any other case at the time at which the letter would be delivered in the ordinary course of post.
31.1 Notice of every General Meeting shall be given to members except those members who have not supplied to the Association an address within the district for the giving of notices to them.
31.2 Subject to the requirements of clause 27.9, notice of every General Meeting shall also be given to the Auditor or Auditors for the time being of the association.
32. DISTRIBUTION OF SURPLUS ASSETS
32.1 If the association shall be wound up in accordance with the provisions of the Association's Incorporation Act 1981, and there remains after satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to or distributed among the members of the Association, but shall be given or transferred to the Queensland Athletic Association Limited.
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