Sports Shear Australia Association Constitution

The name of the incorporated association is SPORTS SHEAR AUSTRALIA ASSOCIATION INCORPORATED (in these Rules called “the Association”).

1 In these Rules, unless the contrary intention appears—
“Act” means the Associations Incorporation Act 1981;
Executive Committee of Management (ECOM) means the committee of management of the Association;
“financial year” means the year ending on 30 June of each year.
“General Meeting” means a general meeting of members convened in accordance with rule 15.
“Member/Member Association” means any one Society or Association or their equivalent representing the particular State, having similar aims and objects to those of the Association;
“Regulations” means regulations under the Act;
“relevant documents” has the same meaning as in the Act.
2 In these Rules, a reference to the Secretary of an Association is a reference—
a) if a person holds office under these Rules as Secretary of the Association—to that person; and
b) in any other case, to the public officer of the Association

These Rules and the statement of purposes of the Association must not be altered except in accordance with the Act.

1. Membership
Members of the Association shall be any one Society or Association or their equivalent representing the particular State, having similar aims and objects to those of the Association and having the following qualifications:-
a) To be acceptable to the Association as representing a State and of a kind likely to advance the aims and objects of the Association.
2. An application for membership of the Association must—
a) be made in writing in the form set out in Appendix 1; and
b) be lodged with the Secretary of the Association.
3. As soon as practicable after the receipt of an application, the Secretary must refer the application to the ECOM.
4. The ECOM must determine whether to approve or reject the application.
5. If the ECOM approves an application for membership, the Secretary must, as soon as practicable—
a) notify the applicant in writing of the approval for membership; and
b) request payment within 28 days after receipt of the notification of the sum payable under these Rules as the entrance fee and the first year’s annual subscription.
6. The Secretary must, within 28 days after receipt of the amounts referred to in sub-rule (5), enter the applicant’s name in the register of members.
7. An applicant for membership becomes a member and is entitled to exercise the rights of membership when its name is entered in the register of members. If the committee rejects an application, the committee must, as soon as practicable, notify the applicant in writing that the application has been rejected.
8. A right, privilege, or obligation by reason of membership of the Association—
a) is not capable of being transferred or transmitted to another person or organisation; and
b) terminates upon the cessation of membership whether by resignation or otherwise.

9. Representatives of Members
Each Member Association shall have the following rights:-
a) To appoint such person to act as its Appointee on the ECOM and may appoint or remove such person or persons at such time or times as it thinks fit, by notice in writing to the Secretary of the Association.
b) Member Associations shall be entitled to appoint two persons as its Representatives, the Annual General Meeting. or at other General Meetings of Members and Meetings of Stakeholders
10. Honorary Membership
The Association may bestow Honorary Membership upon any person, organisation, society, Association or their equivalent in any particular State. No voting rights shall attach to such Membership, but it shall carry with it such other rights as the Association may by resolution decide in each case.
11. Logo
All affiliated committees to Member Associations shall have full rights to the use of the Sports Shear logo for promotional or identifying purposes provided permission is applied for and granted by their respective Member Associations.

1. Should any Representative be unable to be present at any meeting of the Association or of the ECOM, then the Member shall have the right to appoint in writing an alternate or proxy to attend and speak at the meeting and vote on its behalf, or he may exercise a postal vote or may attend by phone or fax or other means of telecommunications

1. The entrance fee (if any) and the annual subscription payable by a Member Association of the Association shall be not less than two (2) dollars or such other sum as a Annual General Meeting of the Association shall from time to time decide. Such subscription shall be payable at such time as the ECOM shall from time to time decide.
2. The ECOM may make such funds rebates or concessions or grant such privileges to the Members of the Association in respect of attendance at the championships or competitions or other functions conducted by the Association or otherwise as the ECOM from time to time at its discretion decides.

1. The Secretary must keep and maintain a register of members containing—
a) the name and address of each member; and
b) the date on which each member’s name was entered in the register.
2. The register is available for inspection free of charge by any member upon request.
3. A member may make a copy of entries in the registe

1. A member of the Association who has paid all moneys due and payable by a member to the Association may resign from the Association by giving one month’s notice in writing to the Secretary of its intention to resign.
2. After the expiry of the period referred to in sub-rule (1)—
a) the member ceases to be a member; and
b) the Secretary must record in the register of members the date on which the member ceased to be a member

1. Subject to these Rules, if the ECOM 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 Association, the committee may by resolution—
a) fine that member an amount not exceeding $500; or
b) suspend that member from membership of the Association for a specified period; or
c) expel that member from the Association.
2. A resolution of the ECOM under sub-rule (1) does not take effect unless—
a) at a meeting held in accordance with sub-rule (3), the ECOM confirms the resolution; and
b) if the member exercises a right of appeal to the Association under this rule, the Association confirms the resolution in accordance with this rule.
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3. A meeting of the ECOM to confirm or revoke a resolution passed under sub-rule (1) 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 (4).
4. For the purposes of giving notice in accordance with sub-rule (3), the Secretary must, as soon as practicable, cause to be given to the member a written notice—
a) setting out the resolution of the ECOM and the grounds on which it is based; and
b) stating that the member, or its representative, may address the committee at a meeting to be held not earlier than 14 days and not later than 28 days after the notice has been given to that member; and
c) stating the date, place and time of that meeting; and
d) informing the member that it may do one or both of the following—
i. attend that meeting;
ii. give to the ECOM before the date of that meeting a written statement seeking the revocation of the resolution;
e) informing the member that, if at that meeting, the ECOM confirms the resolution, it may, not later than 48 hours after that meeting, give the Secretary a notice to the effect that it wishes to appeal to the Association in general meeting against the resolution.
5. At a meeting of the ECOM to confirm or revoke a resolution passed under sub-rule (1), the ECOM must—
a) give the member, or its representative, an opportunity to be heard; and
b) give due consideration to any written statement submitted by the member; and
c) determine by resolution whether to confirm or to revoke the resolution.
6. If at the meeting of the ECOM, the ECOM confirms the resolution, the member may, not later than 48 hours after that meeting, give the Secretary a notice to the effect that it wishes to appeal to the Association in general meeting against the resolution.
7. If the Secretary receives a notice under sub-rule (6), he or she must notify the ECOM and the ECOM must convene a general meeting of the Association to be held within 21 days after the date on which the Secretary received the notice.
8. At a general meeting of the Association convened under sub-rule (7)—
a) no business other than the question of the appeal may be conducted; and
b) the ECOM may place before the meeting details of the grounds for the resolution and the reasons for the passing of the resolution; and
c) the member, or its representative, must be given an opportunity to be heard; and
d) the members present must vote by secret ballot on the question whether the resolution should be confirmed or revoked.
9. A resolution is confirmed if, at the general meeting held under sub rule (8), not less than two-thirds of the members vote in person, or by proxy, in favor of the resolution. In any other case, the resolution is revoked.

1. The grievance procedure set out in this rule applies to disputes under these Rules between—
a) a member and another member; or
b) a member and the Association.
2. 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.
3. 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.
4. The mediator must be—
a) a person chosen by agreement between the parties; or
b) in the absence of agreement—
i. in the case of a dispute between a member and another member, a person appointed by the committee of the Association; or
ii. in the case of a dispute between a member and the Association, a person who is a mediator appointed or employed by the Dispute Settlement Centre of Victoria (Department of Justice).
5. A Member of the Association can be a mediator.
6. The mediator cannot be a member who is a party to the dispute.
7. The parties to the dispute must, in good faith, attempt to settle the dispute by mediation.
8. The mediator, in conducting the mediation, must—
a) give the parties to the mediation process every opportunity to be heard; and
b) allow due consideration by all parties of any written statement submitted by any party; and
c) ensure that natural justice is accorded to the parties to the dispute throughout the mediation process.
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9. The mediator must not determine the dispute.
10. 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.

1. The ECOM may determine the date, time and place of the annual general meeting of the Association.
2. The notice convening the annual general meeting must specify that the meeting is an annual general meeting, and notice is to be issued in accordance with Clause 15.
3. The ordinary business of the annual general meeting shall be—
a) to confirm the minutes of the previous annual general meeting and of any general meeting held since that meeting; and
b) to receive from the committee reports upon the transactions of the Association during the last preceding financial year; and
c) to elect officers of the Association; and
d) to receive and consider the statement submitted by the Association in accordance with section 30(3) of the Act.
4. The annual general meeting may conduct any special business of which notice has been given in accordance with these Rules.

1. In addition to the annual general meeting, any other general meetings may be held in the same year.
2. All general meetings other than the annual general meeting are special general meetings.
3. The committee may, whenever it thinks fit, convene a special general meeting of the Association.
4. If, but for this sub-rule, more than 15 months would elapse between annual general meetings, the ECOM must convene a special general meeting before the expiration of that period.
5. The ECOM must, on the request in writing of Members representing not less than 50 per cent of the total number of members, convene a special general meeting of the Association.
6. The request for a special general meeting must—
a) state the objects of the meeting; and
b) be signed by the members requesting the meeting; and
c) be sent to the address of the Secretary.
7. If the ECOM does not cause a special general meeting to be held within one month after the date on which the 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 3 months after that date.
8. 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 ECOM and all reasonable expenses incurred in convening the special general meeting must be refunded by the Association to the persons incurring the expenses.

A General Meeting of stakeholders shall be held at each National Championship. This meeting of Member Associations, competitors, sponsors, judges and other interested parties shall be held at each National Championships to raise and discuss issues and to seek feedback for Association decisions on rules, venues and other matters relating to the operation of the Association.

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.

1. The Secretary of the Association, at least 14 days, or if a special resolution has been proposed at least 21 days, before the date fixed for holding a general meeting of the Association, must cause to be sent to each member of the Association, a notice stating the place, date and time of the meeting and the nature of the business to be conducted at the meeting.
2. Notice may be sent or given—
a) by prepaid post to the address appearing in the register of members; or
b) if the member requests, by facsimile transmission or electronic transmission.
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3. No business other than that set out in the notice convening the meeting may be conducted at the meeting.
4. A member intending to bring any business before a meeting may notify in writing, or by electronic transmission, the Secretary of that business, who must include that business in the notice calling the next general meeting.

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. Two thirds of the existing members (being members entitled under these Rules to vote at a general meeting) constitute a quorum for the conduct of the business of a general meeting.
3. If, within half an hour after the appointed time for the commencement of a general meeting, a quorum is not present—
i. in the case of a meeting convened upon the request of members—the meeting must be dissolved; and
ii. in any other case—the meeting shall stand adjourned to the same day in the next week at the same time and (unless another place is specified by the Chairperson at the time of the adjournment or by written notice to members given before the day to which the meeting is adjourned) at the same place.
4. If at the adjourned meeting the quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members personally present (being not less than one half of the existing members) shall be a quorum.

The Chairman, shall preside as Chairperson at each general meeting of the Association unless the Chairman is absent from the meeting or offers to stand aside from Chairing that meeting. If that is the case the Members Representatives shall determine who shall act as Chairperson of the meeting by majority vote. The replacement Chairperson may be a Representative of a Member Association, an Appointee Member of ECOM, an Honorary Member or an independent person.

1. The person presiding may, with the consent of a majority of members or members representatives present at the meeting, adjourn the meeting from time to time and place to place.
2. No 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 14.
4. Except as provided in sub-rule (3), it is not necessary to give notice of an adjournment or of the business to be conducted at an adjourned meeting.

1. Upon any question arising at a general meeting of the Association, a member has two votes only with these votes to be undertaken by duly nominated Representatives of the Member Associations.
2. All votes must be given personally or by proxy.
3. In the case of an equality of voting on a question, the Chairperson of the meeting is entitled to exercise a casting vote.
4. A member is not entitled to vote at a general meeting unless all moneys due and payable by the member to the Association have been paid, other than the amount of the annual subscription payable in respect of the current financial year.

1. If at a meeting a poll on any question is demanded by not less than 3 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.

If a question arising at a general meeting of the Association 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 to that effect in the minute book of the Association—
is evidence of the fact, without proof of the number or proportion of the votes recorded in favour of, or against, that resolution.

Executive Committee of Management (ECOM)
1. The Executive Committee of Management (ECOM) shall consist of the Chairman, Secretary, Treasurer and one Appointee of each of the Member Associations. The past Chairperson will hold the position of Immediate Past Chairperson. This position is non-voting, and should act as an advisor and mentor to the ECOM for a period of one year and shall be an ex-officio member of ECOM.
2. The powers and duties of the Executive Committee of Management (ECOM) shall be:-
a) To deal with administration and day to day running of Association affairs.
b) To act on any matters arising in connection with the aims and objects of the Association and make recommendations to the Association.
c) To facilitate communication links between Association Members.
d) To interpret any rules set by the Association and act to resolve any disputes arising from them.
3. No Member of the Association or of the ECOM shall make public or press statements purporting to be made on behalf of the Association or the ECOM without the prior authority of the ECOM.
4. The ECOM may at any time appoint a sub-committee from the Association as it may think fit and shall prescribe the powers and functions thereof.
5. The ECOM may co-opt as members of a sub-committee such persons as it thinks fit, whether or not those persons are members of the Member Associations, and a person so co-opted is entitled to vote on such sub-committee.
6. The ECOM may at any time appoint an autonomous associate committee with the Chairman or another member of the ECOM holding the positions of chair on such associate committee.
7. The associate committee may co-opt as members of such committee such persons as it thinks fit, whether or not those persons are members of the Member Associations, and a person so co-opted is entitled to vote on such associate committee.

1. The officers of the Association shall be—
a) a Chairman;
b) a Secretary;
c) a Treasurer.
2. The provisions of rule 24, 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 offices referred to in sub-rule (1).
3. Each officer of the Association shall hold office until the annual general meeting next after the date of his or her election but is eligible for re-election.
4. In the event of a casual vacancy in any office referred to in sub-rule (1), the Member Associations may appoint a person to the vacant office and the person so appointed may continue in office up to and including the conclusion of the annual general meeting next following the date of the appointment.
5. An office holder of the Association shall not be able to hold the office of Chairman/President, Secretary or Treasurer of a Member Association, but in the case where an office holder holds a Member Association Office Holder position, he/she shall be given three months to relinquish such a position.
6. It shall be within the powers of the Association to create the Offices designated by the title of Patron, Chairman, Secretary, Treasurer or such other designation as the Association shall decide.

1. Nominations of candidates for election as officers of the Association may be made prior to or at the meeting at which the election is to be conducted and must be—
a) made by two Members of the Association who are entitled to vote and accompanied by the consent of the candidate (which may be endorsed on the form of nomination); and
b) delivered to the Secretary of the Association
c) Nominations can only be made by the Member Associations.
d) Any person may be nominated for the positions even if not a current Representative.
e) All such elected persons shall have full speaking rights, but voting shall be restricted to the appointed Representatives with the exception of the meeting Chairman who will have a casting vote.
2. A candidate may only be nominated for one office, prior to the annual general meeting.
3. 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.
4. 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.
5. If the number of nominations exceeds the number of vacancies to be filled, a ballot must be held.
6. The ballot for the election of officers must be conducted at the annual general meeting in such manner as the committee may direct.

The office of an officer of the Association, becomes vacant if the officer—
a) dies; or
b) becomes an insolvent under administration within the meaning of the Corporations Law; or
c) resigns from office by notice in writing given to the Secretary; or
d) fails, without leave granted by the Association, to attend three consecutive meetings of the ECOM.

1. Meetings of the ECOM may be convened by the Chairman or by any 2 members of the ECOM as issues arise, but ECOM shall meet at least six times per financial year. Such meetings may be in attended in person, or be conducted remotely through the use of tele or video conferencing or similar, subject to agreement of a majority of ECOM members.
2. Minutes of ECOM meetings shall be recorded in a Minute Book or similar filing system.
3. In cases of urgency the Chairman and /or Secretary may choose what means of advising Members of the ECOM of matters for decision as he/she thinks fit. Decisions made out of meetings shall be binding, recorded and ratified at the next meeting of ECOM and then recorded in the Minute Book. The Chairman and/ or Secretary shall forthwith implement all decisions of the ECOM.
4. At meetings of ECOM,
a) the Chairman or, in his absence, or should he/she step aside for that meeting or part of the meeting, another member of ECOM or an Independent Person as determined by a majority of ECOM members present.

1. Written notice of each ECOM meeting must be given to each member of the ECOM at least 2 business days before the date of the meeting.
2. Written notice must be given to members of the ECOM of any special meeting specifying the general nature of the business to be conducted and no other business may be conducted at such a meeting.

1. A majority of the existing members of the ECOM constitute a quorum for the conduct of the business of a meeting of the committee.
2. No business may be conducted unless a quorum is present.
3. 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 the same place and the same time and day in the following week.
4. The committee may act notwithstanding any vacancy on the committee.

1. Questions arising at a meeting of the committee, or at a meeting of any sub-committee appointed by the committee, shall be determined on a show of hands or, if a member requests, by a poll taken in such manner as the person presiding at that meeting may determine.
2. Each member of ECOM present at a meeting of the ECOM, or at a meeting of any sub-committee appointed by the ECOM (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 person presiding may exercise a second or casting vote .The only exception is in the case of an independent chair (section 25(5)) who does not have the right to vote

1. The Association in general meeting may, by resolution, remove any member of the ECOM before the expiration of the member’s term of office and appoint another member in his or her place to hold office until the expiration of the term of the first-mentioned member.
2. A member who is the subject of a proposed resolution referred to in sub-rule (1) may make representations in writing to the Secretary or Chairman of the Association (not exceeding a reasonable length) and may request that the representations be provided to the members of the Association.
3. The Secretary or the Chairman may give a copy of the representations to each member of the Association or, if they are not so given, the member may require that they be read out at the meeting.

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

1. The Treasurer of the Association must—
a) collect and receive all moneys due to the Association and make all payments authorized by the Association; and
b) keep correct accounts and books showing the financial affairs of the Association with full details of all receipts and expenditure connected with the activities of the Association.
2. All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments must be signed by two members of the committee, and subject to being in accord with the Association’s delegation limits as approved by ECOM.
3. The funds of the Association shall be derived from entrance fees, annual subscriptions, donations and such other sources as the committee determines.
4. The assets and income of the Association shall be applied exclusively to the promotion of its objects and no portion shall be paid or distributed directly or indirectly to the members of the organization or association except as bona fide remuneration for services rendered or expenses incurred on behalf of the organization.

1. The common seal of the Association must be kept in the custody of the Secretary.
2. The common seal must not be affixed to any instrument except by the authority of the ECOM and the affixing of the common seal must be attested by the signatures either of two members of the ECOM or, of one member of the ECOM and of the public officer of the Association.

Except for the requirement in rule 14, any notice that is required to be given to a member, by on behalf of the Association, under these Rules may be given by—
a) delivering the notice to the member personally; or
b) sending it by prepaid post addressed to the member at that member’s address shown in the register of members; or
c) facsimile transmission, if the member has requested that the notice be given to him, her or it in this manner; or
d) electronic transmission, if the member has requested that the notice be given to him, her or it in this manner.

1. The Association may at any time be wound up by the resolution passed by 75% of the Members thereof at a General Meeting of the Association and confirmed by a like majority at a Special General Meeting convened for the purpose and held not earlier than thirty days after the date on which such resolution was passed.
2. In the event of the Association being dissolved the amount which remains after such dissolution and the satisfaction of all debts and liabilities shall be paid and applied by the Association in accordance with its powers to any organization or association which has similar objects and which has rules prohibiting the distribution of its assets and income to its members.

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, documents and securities of the Association.
2. All accounts, books, securities and any other relevant documents of the Association must be available for inspection free of charge by any member upon request.
3. A member may make a copy of any accounts, books, securities and any other relevant documents of the Association.

1. The Host State for the National Shearing and Woolhandling Championships will be decided at the Annual General Meeting two years prior.
2. Application to hold National Championships is to be received in writing by the Secretary of the Association 1 month prior to the Annual General Meeting.
3. A Member Association applying to run the National Championships must nominate the host Committee within the State as part of its submission.
4. Factors to be considered in selecting a venue shall be:-
i. The Member Association applying must be able to convince the Association that the nominated host Committee has the expertise and facilities to run a National event of a satisfactory standard.
ii. As far as possible venues should rotate around the States.
5. The Association shall have the power to establish and adopt standard rules and regulations for National Championships and to relax and vary these as they may consider necessary.
6. The sheep to be used for each National Championships shall be the best possible sheep for a fair competition.
7. The host Committee shall be entirely responsible for any expenditure incurred in the staging of the National Championships.
8. National Championship trophies shall only be competed for at recognised events approved by the Association, but host Committees may offer such additional trophies as they may consider necessary.

I,………………………………………………………………………………………………………………………………………………………………..
(full name of Applicant)
of………………………………………………………………………………………………………………………………………………………………
(address)
…………………………………………………………………………………………………………………………………………………………………
(occupation)
desire to become a member of
…………………………………………………………………………………………………………………………………….
(name of Association)
In the event of my admission as a member, I agree to be bound by the rules of the Association for the time being in force.
……………………………………………
Signature of Applicant
Date……………………………………...
I,…………………………………………………………………………….., a member of the Association,
(name)
nominate the Applicant, who is personally known to me, for membership of the Association.
……………………………………………
Signature of Proposer
Date……………………………………..
I,……………………………………………………………………………..., a member of the Association,
(name)
second the nomination of the Applicant, who is personally known to me, for membership of the Association.
…………………………………………..
Signature of seconder
Date…………………………………….