Rules of the AATTC

AUSTRALIAN ASSOCIATION OF TIME TABLE COLLECTORS INC.

(Incorporation No. A0043673H – incorporated in Victoria)

(under the Associations Incorporation Act 1981)

RULES

As adopted at the 2002 AGM on 14th Sept 2002 and registered on 29th Jan 2003

by the Registrar of Incorporated Associations, Consumer Affairs, Victoria.

CONTENTS

1. Name and Statement of Purposes of the Association

2. Definitions used in the Rules

3. Alteration of the Rules

4. Membership, entry fees and subscription

5. Register of members

6. Ceasing membership

7. Discipline, suspension and expulsion of members

8. Disputes and mediation

9. Annual General Meetings

10. Special General Meetings

11. Special Business at meetings

12. Notice of General Meetings

13. Quorum at General Meetings

14. Presiding at General Meetings

15. Adjournment of meetings

16. Voting at General Meetings

17. Poll of General Meetings

18. Manner of determining whether resolutions are carried

19. Proxies

20. Committee of Management

21. Office holders

22. Ordinary members of the committee

23. Election of officers and ordinary committee members

24. Vacancies

25. Meetings of the committee

26. Notice of Committee Meetings

27. Quorum for Committee Meetings

28. Presiding at Committee Meetings

29. Voting at Committee Meetings

30. Removal of Committee Member

31. Minutes of meetings

32. Funds

33. Seal

34. Notice to members

35. Winding up

36. Custody and inspection of books and records

37. Additional distribution of Association journal or journals

38. Divisions

Appendix 1 – Form of appointment of Proxy for meeting of Association convened under Rule 7(7)

Appendix 2 – Form of appointment of Proxy (for all other meetings)

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Australian Association of Time Table Collectors inc.

Incorporation No. A0043673H (incorporated in Victoria)

RULES

as adopted at 2002 AGM on 14th Sept 2002 and registered on 29th Jan 2003

1. Name

The incorporated association is the Australian Association of Timetable Collectors

( in these Rules called "the Association").

The association shall be a non-profit-making organisation. Any surplus funds accumulated by the association must be used to further its purpose.

The purpose of the Association shall be to research, study and document the theory and practice of transport timetables both in Australia and other parts of the world as the membership may determine, and to undertake all such action that may be necessary to enable these purposes to be achieved, including:

(a) holding of meetings;

(b) publication of a journal or journals and other publications;

(d) provision of facilities to buy, sell or exchange timetables and associated documentation;

(e) purchase of such equipment as may from time to time be deemed necessary.

(f) the control of funds;

(g) the handling of property; and

(h) do all other things conducive to furthering the defined purpose of the association.

For the purposes of these rules and for the association generally, timetable shall include any item that is used to inform the public or employees of a transport operator (whether by land, water or air and carrying passengers, freight or both - with or without restrictions) of details of transport services, fares, method of operation or any other information pertaining to the provision or operation of transport services.

2. Definitions

(1) In these Rules, unless the contrary intention appears -

"Act" means the Associations Incorporation Act 1981;

"committee" means the committee of management of the Association;

"financial year" means the year ending on 30th June;

"general meeting" means a general meeting of members convened in accordance with rule 12.

"member" means a member of the Association;

"ordinary member of the committee" means a member of the committee who is not an officer of the Association under Rule 21;

"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.

3. Alteration of the rules

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

4. Membership, entry fees and subscription

(1) A person who applies and is approved for membership as provided in these Rules is eligible to be a member of the Association on payment of the membership fee which shall be determined in accordance with sub-clause 12.

(2) A person who is not a member of the Association at the time of the incorporation of the Association(or who was a member at that time but has ceased to be a member) must not be admitted to membership unless -

(a) he or she applies for membership in accordance with sub-rule(3); and

(b) the admission as a member is approved by the committee

(3) An application of a person for membership of the Association must-

(a) be made in writing in such form as the committee from time to time prescribes.;

(b) be lodged with the Membership Officer of the Association;

(4) As soon as practicable after the receipt of an application, the Membership Officer must refer the application to the committee.

(5) The committee must determine whether to approve or reject the application.

(6) If the committee approves an application for membership, the Membership Officer must, as soon as practicable notify the applicant in writing of the approval for membership.

(7) The Membership Officer must, within 7 days of approval being given by the committee enter the applicant's name in the register of members.

(8) An applicant for membership becomes a member and is entitled to exercise the rights of membership when their membership has been approved by the committee.

(9) If the committee rejects an application, the committee must, as soon as practicable, notify the applicant in writing that the application has been rejected and refund any sum paid as referred to under rule (4.3c).

(10) A right, privilege, or obligation of a person by reason of membership of the Association-

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

(b) terminates upon the cessation of membership whether by death or resignation or otherwise.

(11) The entrance fee (if any) is the relevant amount that the committee from time to time shall determine.

(12) The annual subscription is payable in advance on or before 1 July in each year. The annual subscription shall be set by the committee in March of each year and will be for the following financial year. A member may not vote at any meeting unless all amounts overdue have been paid prior to the meeting and in accordance with rule 16(4).

(13) A general meeting may grant Honorary Life Membership to any person who has given particularly meritorious service to the Association. Such persons shall receive all rights and privileges of membership but shall be exempted from the payment of subscriptions.

5. Register of members

(1) The Membership Officer 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 approved by the committee.

(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 register.

6. Ceasing membership

(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 at any time by giving notice in writing to the Membership Officer of his or her intention to resign.

(2) Such resignation shall take effect at the time such notice is received by the Membership Officer unless a later date is specified in the notice when it shall take effect on that later date or until all moneys owing to the association have been paid. From that time or date -

(a) the member ceases to be a member; and

(b) the Membership Officer must record in the register of members the date on which the member ceased to be a member.

(3) Any member who fails to pay the annual subscription within two months of it falling due, shall be deemed to have his membership forfeited, provided that a notice of such overdue subscription has been sent to the last known address.

7. Discipline, suspension and expulsion of members

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

(a) suspend that member from membership of the Association for a specified period; or

(b) expel that member from the Association.

(2) A resolution of the committee under sub-rule (1) does not take effect unless-

(a) at a meeting held in accordance with sub-rule (3), the committee 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.

(3) A meeting of the committee 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 committee and the grounds on which it is based: and

(b) stating that the member, or his or her 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

(d) informing the member that he or she may do one or both of the following-

(i) attend that meeting;

(ii) give to the committee 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 committee confirms the resolution, he or she may not later than 48 hours after that meeting, give the Secretary a notice to the effect that he or she wishes to appeal to the Association in general meeting against the resolution.

(5) At a meeting of the committee to confirm or revoke a resolution passed under sub-rule (1), the committee must-

(a) give the member, or his or her representative, an opportunity to be heard; and

(b) give due consideration to any written statement submitted by the member; and

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

(7) If the Secretary receives a notice under sub-rule (6), he or she must notify the committee and the committee 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 committee may place before the meeting details of the grounds for the resolution and the reasons for the passing of the resolution; 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, not less than two-thirds of the members vote in person, or by proxy, in favour of the resolution. In any other case, the resolution is revoked.

8. Disputes and mediation

(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 or 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

(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 otherwise at law.

9. Annual general meetings

(1) The committee or the previous annual general meeting may determine the date, time and place of the annual general meeting of the Association. An annual general meeting must be held at least once each year and within 6 months after the end of the association’s previous financial year. The financial year of the association shall close on the 30th June in each year.

(2) The notice convening the annual general meeting must specify that the meeting is an annual general meeting. A notice of meeting shall be given not less than 28 days prior to the meeting to all members. Such notice shall include the time, place and business to be transacted. A notice in a copy of the association’s journal shall be sufficient notice provided there is 28 days between the date of the posting of the journal and the date of the meeting.

(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 officers and Divisional Convenors reports upon the transactions of the Association during the last preceding financial year; and

(d) to receive and consider the statement submitted by the Association in accordance with section 30(3) of the Act; and

(e) other business as advised in the notice of meeting; and

(f) general business. If any member wishes to raise any item of business, the Secretary shall be advised so that it may be included in the notice of meeting.

(4) The annual general meeting may conduct any special business of which notice has been given in accordance with these Rules.

10. Special general meetings

(1) In addition to the annual general meeting, any other general meeting 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 committee must convene a special general meeting before the expiration of that period.

(5) The committee must, on the request in writing of members representing not less than 5 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

(7) If the committee 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.

11. Special business

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

12. Notice of general meetings

(1) The Secretary of the Association, at least 28 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-

(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.

(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.

13. Quorum at general meetings

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

(2) Five members personally present (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 appointment 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 3) shall be a quorum.

14. Presiding at general meetings

(1) The President, or if the President is absent or does not wish to preside, the Vice-President, shall reside as Chairperson at each general meeting of the Association.

(2) If the President and the Vice-President are absent from a general meeting, or are unable to preside, the members present must select one of their number to preside as Chairperson.

15. Adjournment of meetings