ARTICLE I NAME AND MOTTO
The name of the association shall be FILIPINO/AUSTRALIAN ASSOCIATION OF BALLARAT, INCORPORATED
The motto of the association shall be FRIENDSHIP, UNITY, COOPERATION, SERVICE and ASSISTANCE
ARTICLE II PURPOSE AND OBJECTIVES
To develop and promote a spirit of understanding and unity among Filipinos and; to the Australian community as a whole.
To preserve the culture and tradition of the Filipino people.
To unite the members in bond of friendship, respect, cooperation and mutual understanding.
To provide a forum for an open discussion of all matters of interest, excluding partisan politics and sectarian religion.
To provide assistance to new Filipino migrants in accordance with the Code of Ethics, but subject to limitations decided upon by the Committee from time to time.
ARTICLE III DEFINITION
The following terms are defined and used herein:
Association – as used herein shall be referred to as Filipino Australian Association of Ballarat Inc.
Filipino/Australian –denotes Filipino citizens who migrated to Australia, also Australian citizens
Committee – unless otherwise specified, refers to the Management Committee under Article VIII
Financial Member – a member who had paid his/her membership fee
ARTICLE IV CODE OF ETHICS
ARTICLE V MEMBERSHIP
Subject to the provision of Section B hereunder, any person of legal age and good moral character maybe granted membership in the association.
Membership in the Association shall be as follows:
B.1 Membership in the association shall be acquired by invitation or formal request. Membership form shall be acquired from the President or Secretary, who will present it to the Committee for Approval. Once approved, the Secretary will notify the applicant in writing.
B.2 A correctly filled out membership form and fee must be lodged with the Secretary prior to acceptance by the association.
B.3 After acceptance, the Secretary shall record the nominee’s full name and address into the Register of Members.
B.4 Member may be in the form of family or single – i.e. husband, wife and children under sixteen(16) years of age. A single parent and children (16) years of age is considered as single.
B.5 Filipino by birth or consanguinity and/or marriage or affinity e.g. Filipino married to Australian.
B.6 Filipino and/or Australian by birth or consanguinity who is engaged for marriage or by defacto relationship.
B.7 Filipino and/or Australian as previously described, over the age of sixteen (16) years old, living dependently or independently of the parents is considered eligible.
B.8 Any person who has no relation by affinity or whatsoever to any Filipino but meet the qualification standard for membership as prescribed herein under this Article maybe considered subject to approval by a majority vote of the Management Committee.
B.9 Any prospective applicant who has been refused application has the right to appeal for further consideration.
ARTICLE VI REINSTATEMENT OF MEMBERSHIP
ARTICLE VII HONORARY MEMBER
An individual, not a financial member of the association, having performed outstanding service to the community or the association, upon whom the association desires to confer special distinction.
The above-mentioned member shall not be entitled to any privileges of an active financial member.
ARTICLE VIII OFFICERS – DUTIES AND RESPONSIBILITIES
The officers of the Association, also known as the “Management Committee”, shall be as follows:
Public Relations Officer
The duties and responsibilities of the officers of the association are as follows:
The President shall:
Preside at each general meeting of the Association
Maintain harmony among its members and officers
Represent the Association at different functions
Perform other duties that may arise from time to time.
The Vice President:
In the absence of the President, the Vice President shall act as the chairperson of the meeting and carry out the above duties.
The Secretary shall:
Keep and maintain a register of members in which shall be recorded the full name, address and date of membership of each member, and the register shall be open for inspection to all members at the address of the Public Relations Officer
Keep minutes of the proceedings of all meetings held, in books provided for that purpose, together with the names of members and visitors present at the meeting
Keep in his/her custody all books, documents and securities of the association
Be responsible for all incoming and outgoing correspondence generated by the association and other sources.
The Treasurer shall:
Keep and maintain register of members in which shall be recorded the full name, address and date of membership of each member, and the register shall be open for inspection to all members at the address of the Public Relations Officer
Collect and receive all money due to the association and make all payments as authorized by the Management Committee of the Association
Keep correct accounts and books showing the financial affairs o fthe association, with full details of all receipts and expenditures connected with the activities of the association.
The above-mentioned accounts and books shall be available and open for inspection to all members from time to time.
The Public Relations Officer shall:
Maintain and foster on-going and gainful relations in all activities undertaken on behalf of the association within the community and general public
Promote a better understanding of policies and objectives of the association by releasing information via newspapers, magazines, television and radio
Inform the Department of Corporate Affairs of any changes and amendments to the Constitution and By-Laws of the association, as approved by the members and Management Committee of the association
Be responsible for the annual renewal of the association’s registration, to the Office of Fair Trading and Business Affairs
Keep and maintain a register of mebers in which shall be recorded the fullname, address and date of membership of each member, and the register shall be open for inspection to all members at the address of the Public Relations Officer
The Property Custodian
The Property shall secure and maintain appropriately all properties owned by the association, with the exception of the typewriter, photocopier, stationery and other supplies used by the Secretary from time to time.
No person shall be eligible to hold office in the association unless he/she is a financial member in good standing.
ARTICLE IX RESIGNATION
Any member may resign from the association anytime and said resignation shall become effective upon acceptance thereof by the Management Committee. The Secretary shall confirm in writing the acceptance of resignation.
All contributions made by the member shall be forfeited upon resignation being accepted by the Management Committee.
ARTICLE X ENTRANCE/MEMBERSHIP FEE
Each new applicant previously described under Section B of Article V shall pay a membership fee as adjusted from time to time by recommendation at the Annual General Meeting.
The fee shall cover single or family membership, as previously described under Article V, Sections B.4 to B.8 respectively.
Payment for membership shall cover a period of one year from date of his/her entrance, renewable from the date of expiry.
The Secretary and the treasurer shall record the status of all members in the log book, review their membership and financial status from time to time.
ARTICLE XI ELECTION OF OFFICERS AND VACANCY
Nomination of candidates for election of officers of the association shall be done at the Annual General Meeting. Candidates shall be nominated and seconded by the financial members of the association.
If insufficient nominations are received to fill all vacancies, further nomination shall be received at the Annual General Meeting.
If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated shall be deemed elected.
If the number of nominations exceeds the number of vacancies to be filled, then election shall be held.
A nomination of a candidate for election under this clause is not valid if that candidate has been nominated for another office for election at the same election.
Election of officers and members of the Committee shall be conducted at the Annual General Meeting in such usual and proper manner as the Management Committee may direct
ARTICLE XII MANAGEMENT COMMITTEE
Article XIII PROCEEDINGS OF COMMITTEE
The Committee shall meet at least three (3) times a year as such place and time as the Committee may determine.
Special Meetings of the Committee may be convened by the President or by five (5) members of the Committee.
Notice shall be given to members of the Committee of any special meeting specifying the general nature of the business to be transacted and no other business shall be transacted at such meeting.
Any five (5) members of the Committee constitute a quorum for the transaction of the business of a meeting of the Committee.
ARTICLE XIV REMOVAL OF COMMITTEE MEMBER
The association may, by a majority resolution in a general meeting, on reasonable proven grounds, remove any member of the committee prior to expiration of his/her term of office.
Appointment of new member to the Committee may take place for ht evacant position, allowing the newly appointed member to hold office until the expiration of the term of the outgoing member.
ARTICLE XV NOTICE OF MEETING
The Secretary of the association shall, at least 5 days before the date fixed for holding a general meeting, send notice to each member of the association, at his/her address appearing in the Register of Members, by phone or by pre-paid post stating therein the place, date, time of the meeting and the nature of the business to be transacted.
ARTICLE XVI PROCEEDINGS AT MEETING
All business transacted at a special general meeting and at the annual general meeting, with the exception of that specifically referred to in these rules as being ordinary business, shall be deemed to be special business.
No item of business shall be transacted at a general meeting unless a quorum of members entitled under these rules to vote is present.
ARTICLE XVII ANNUAL GENERAL MEETING
The association shall, in each calendar year, convene an Annual General Meeting of its members.
The Annual General Meeting shall be held on such day as the Committee determined and specified as in the notice convening it.
The ordinary business of the of the Annual General Meeting shall be:
- To confirm the minutes of the last preceding Annual General Meeting and of any general meeting held since that meeting.
- To receive from the different committees, reports on the transaction of the association during the last preceding financial year.
The Annual General Meeting shall be in addition to any General meetings that may be held in the same year and may transact special business, of which notice is given in accordance with these rules.
ARTICLE XVIII SPECIAL GENERAL MEETING
All general meetings, other than the Annual General Meeting, shall be called “Monthly General Meeting”
ARTICLE XX SEAL OF ASSOCIATION
The official seal of the association shall be kept in custody of the Secretary
The official seal shall not be affixed to any instrument except by authority of the Management Committee
The affixing of the official seal shall be attested by the signature s of either one or two members of the Committee, or the Public Relations Officer of the Association.
ARTICLE XXI ALTERATIONS OF RULES AND STATEMENT OF PURPOSE
The provision of these rules and the statement of the purpose of the association, maybe amended/altered from time to time by recommendation and resolution of the majority who desires. However, it should be done in accordance with the provisions of existing laws/acts/rules of incorporation.
ARTICLE XXV WINDING UP OR CANCELLATION
In the event of the winding up or cancellation of the incorporation of the association, the assets of the association shall be disposed of in accordance with the provision of the act (5). Assets will be dispensed to a Filipino/Australian of choice, as agreed by the Management Committee.