1 Name of Rules
The Rules are Association Rules.
Part 1 Introductory
2 Commencement
These Rules, as amended, commence on 04 June 2026.
3 Definitions
(1)
In these Rules –
Act means the Associations Incorporation Act 2009 (NSW).
AGM means the Annual General Meeting of the Association.
Area Representation Group means the group of Area Representatives formed under the Constitution for each Zone or the State Headquarters.
Area Representative means a member elected under the Constitution to represent a Unit, Cluster, Zone or Directorate.
Association means the State Emergency Service Association of NSW Incorporated.
Casting Vote means a second or deciding vote exercised by the presiding officer in the case of a tie, if permitted by the Constitution.
Committee means the Committee of the Association as constituted under the Constitution.
Deliberative Vote means the ordinary vote of a member of a meeting, including the presiding officer, which is exercised in the same manner as any other member entitled to vote.
Financial Year means the financial year of the Association as defined in the Constitution.
Good Standing has the meaning given in Rule 14.
Instrument of Appointment means a written instrument issued by the President to appoint a member to a position under Rule 44.
Instrument of Delegation means a written instrument issued by the Committee under Rule 22 delegating a function, duty, or power of the Association.
Member means a member of the Association admitted in accordance with the Constitution.
Office-bearer means the President, Vice-President, Secretary, or Treasurer of the Association.
Position means a role created by the Committee.
Presiding Officer means the person chairing a meeting in accordance with the Rules or the Constitution.
Rule means a rule within these Rules.
Rules means these Association Rules as adopted and amended from time to time.
Secretary means the Secretary of the Association elected or appointed under the Constitution.
Service means the NSW State Emergency Service.
Standing Orders means the procedural rules for meetings adopted by the Committee under Rule 31 an set out in Schedule 1.
Unit means a NSW SES Unit as recognised by the Service.
4 Breach of Rules
(1)
If the Committee is satisfied that a Member has breached any Rule contained in the Rules, it may issue the member with a written breach notice
(2)
A breach notice must –
(a)
specify the Rule alleged to have been breached, and
(b)
outline the facts or conduct giving rise to the breach, and
(c)
state the action required to remedy the breach.
(3)
A member served with a breach notice has 7 days from the date of the notice to remedy the breach.
(4)
If the breach is remedied to the satisfaction of the Committee, no further action will be taken.
(5)
If a breach notice is not remedied within 7 days, or if a member receives 3 breach notices within a single Financial Year, whether or not each individual breach was remedied, the Committee may initiate disciplinary action under clause 11 of the Constitution.
(6)
For the purposes of clause 11(1)(b) of the Constitution, a failure to comply with these Rules includes a failure to remedy a breach notice issued under this Rule.
Note: This Rule is made in accordance with clause 35(3)(a) of the Constitution, which permits the Committee to specify reasonable and proportionate disciplinary action for breaches of these Rules.
Note: Rule 4 applies to all Rules, regardless of the Part in which they appear.
5 Repealed
Part 2 Members
6 Eligibility check
The Secretary, or delegated member, must verify a person’s NSW SES membership via:
(a)
membership number, or
(b)
confirmation from the relevant Commander
before their application can be accepted.
7 Member conduct expectations
(1)
Members must at all times:
(a)
uphold the values of the Association, and
(b)
treat other members with respect and courtesy, and
(c)
not use the Association platforms (email, social media, meetings, Members Portal etc) for political campaigning, personal business or personal gain, and
(d)
not bring the association into disrepute as determined by the Committee.
(2)
Sub-rule (1)(c) does not apply to the Member Business & Services Directory located on the Members Portal.
8 Confidentiality of Association information
(1)
Members must not disclose Association information to any person outside the Association, expect where authorised by the Committee or required by law.
(2)
For the purposes of this Rule, Association information includes but is not limited to –
(a)
minutes of meetings, and
(b)
internal communications marked as “Confidential”, and
(c)
personal contact details of other members
(3)
Nothing in this Rule prevents the sharing or distribution of Association information among members of the Association for legitimate Association purposes.
9 Conflict of interest
(1)
A member must declare any conflicts of interest when participating in Association meetings, activities, or decisions.
(2)
A conflict of interest includes, but not limited to –
(a)
financial interest, or
(b)
external roles, or
(c)
family or close personal connections,
that may influence, or be perceived to influence, the member’s contribution to the Association.
(3)
A member who declares or is identified as having a conflict of interest must propose an appropriate remedy, such as abstaining from voting or stepping aside form discussion. The presiding officer may determine whether the proposed remedy is sufficient and may direct additional steps if required to manage the conflict.
10 Membership applications
(1)
Applications must be completed using the Association’s online application form or official paper form
(2)
Applicants will be notified the outcome of their application for membership within 7 days from application being received by the Association.
11 Eligibility for membership
(1)
To remain eligible for membership of the Association, a person must continue to be a member of the Service, either as a volunteer or as staff.
(2)
If a member ceases to be a member of the Service, they are no longer eligible to remain a member of the Association and Rule 17 applies.
12 Subscription fee
(1)
In accordance with clause 9(3) of the Constitution, the annual subscription fee for Paying Members shall be $5.00.
(2)
If the Committee determines a different subscription fee under clause 9(3), the Committee must also amend sub-rule (1) accordingly, by resolution under clause 35 of the Constitution, and record the amendment in the minutes of the Committee meeting.
13 Failure to pay subscription
(1)
In accordance with clause 9(5) of the Constitution, a member who fails to pay their subscription fee by the due date will revert to Ordinary Member status.
(2)
Where the subscription remains unpaid for more than 60 days, the reversion to Ordinary Member status is automatic.
(3)
A member re-categorised under sub-rule (2) regains Paying Member status only upon full payment of the subscription fee.
14 Good standing
(1)
A member is in good standing if –
(a)
they are a current member of the Association under clause 5 of the Constitution, and
(b)
they are not suspended or subject to disciplinary action under clause 11 of the Constitution, and
(c)
where they are a Paying Member, their subscription fee is current in accordance with clause 9 of the Constitution.
(2)
Only members in good standing are eligible to –
(a)
vote at a general meeting, or
(b)
nominate for or hold office in the Association, or
(c)
represent the Association externally
(3)
Sub-rule (2)(c) does not authorise a member to represent the Association externally unless authorised by the Committee.
15 Dual membership / representation
(1)
A member of the Association may also be a member of another organisation or association, including but not limited to –
(a)
the NSW SES Volunteers Association (NSW SESVA), or
(b)
unions such as the Fire Brigade Employee’s Union (FBEU) or the Public Service Association of NSW (PSA), or
(c)
any other incorporated or unincorporated association,
without affecting their membership of this Association.
(2)
Members must not claim to represent both associations simultaneously without the approval of the Committee.
(3)
A member must not hold a position as an office-bearer, committee member, area representative, or sub-committee member within the Association while also holding a position of equivalent responsibility in another organisation, unless approved by the Committee.
(4)
Holding a leadership position in another organisation (including associations, unions, or professional bodies) is taken to be a potential conflict of interest and must be declared in accordance with Rule 9.
16 Resignation procedure
(1)
Resigning members should notify the Secretary by email, or other approved method.
(2)
Upon receipt of a resignation, the Secretary must update the register of members to reflect the end date of the member within the Association.
(3)
A member is to be taken as formally resigned when the register of members has been amended.
(4)
The Secretary will supply the resigning member with an exit survey to provide feedback on the Association.
17 Separation from the NSW SES
(1)
If a member ceases to be a member of the Service, they must inform the Secretary within 7 days.
(2)
The Secretary must undertake periodic reviews of the register of members to confirm ongoing eligibility under Rule 11.
(3)
Where a member is found to no longer be a member of the Service, the meber is taken to be resigned from the Association and the Secretary must remove the member from the register of members.
18 Suspension or expulsion
(1)
The Committee may suspend or expel a member in accordance with clause 11 of the Constitution.
(2)
Repealed
(3)
A member who is suspended or expelled must not, for the period of the suspension or thereafter (as applicable):
(a)
hold or continue in any position s an Office-bearer, committee member, area representative, or member of a sub-committee, and
(b)
represent the Association in any capacity.
(4)
A member who is suspended shall remain on the register of members, but without any rights within the Association.
(5)
A member who is suspended may have their access to the Association restricted for the period of their suspension.
18A Membership to be suspended
(1)
A member shall be suspended from the Association when –
(a)
they have been charged with a serious indictable offence, where the maximum penalty is 5 years imprisonment or more, or
(b)
matters which the Committee determine may bring the association into disrepute.
(2)
A member may seek to appeal suspension under this Rule in writing to the Committee.
18B Member to be expelled
(1)
A member shall be expelled from the Association when –
(a)
they have been convicted with a serious indictable offence, where the maximum penalty is 5 years imprisonment or more, or
(b)
the Committee has resolved to expel a member under clause 11(7)(e) of the Constitution.
(2)
A member may seek to appeal an expulsion in accordance with clause 12 of the Constitution.
19 Representing the Association
(1)
Members may represent the Association at external forums, events or in dealings with the Service, government, or the general public only if authorised by the Committee.
(2)
Members must not, without prior written approval of the Committee –
(a)
use the Association’s name, wordmark or identifiable mark in connection with any public communication, campaign or event, or
(b)
create, manage, or operate any website, social media page, group, or communication channel that purports to represent the Association, or
(c)
use the Association’s logo or branding, including on letterhead, presentations, certificates, or other documents that imply an official act of the Association, or
(d)
design, produce, or distribute materials such as banners, clothing, signage, or other items bearing the Association’s logo, branding or name, or
(e)
issue media statements, press releases, or public commentary on behalf of the Association.
(3)
The Committee may withdraw or revoke authorisation under this Rule at any time, for any reason or no reason, and is not required to provide an explanation to the member.
20 Member input to the Committee
(1)
Members may submit proposals, motions, or issues to be tabled at the next Committee meeting by contacting the Secretary at least 7 days prior to a meeting.
(2)
The Secretary must ensure submissions are circulated to the Committee before the meeting.
21 Association representing members
(1)
In accordance with clause 2(2)(c) of the Constitution, the Association may represent a member in their dealings with the Service, government, media, or general public.
(2)
Any request for representation must be made in writing to the Secretary.
(3)
The Committee shall determine each request on a case-by-case basis, having regard to –
(a)
the best interest of the Association as a whole, and
(b)
the objects of the Association, and
(c)
potential conflicts of interest or risks.
(4)
No member may claim or imply Association representation unless formally provided representation by the Association.
Part 3 Committee
22 Delegations
(1)
The Committee may, by Instrument of Delegation, delegate –
(a)
an Office-bearer, or
(b)
a member of the Committee, or
(c)
a sub-committee, or
(d)
an Area Representative, or
(e)
the Chair of an Area Representation Group, or
(f)
the Chair of a sub-committee, or
(g)
a position within the Association,
any function or power of the Committee under these Rules or the Constitution.
(2)
The Committee may also, by Instrument of Delegation, delegate any function or duty of an Office-bearer under these Rules or the Constitution to another Office-bearer, Committee member, or position within the Association.
(3)
Despite sub-rule (1), the Committee must not delegate –
(a)
the power to suspend or expel a member, or
(b)
the power to amend these Rules or the Constitution, or
(c)
the power to further delegate authority granted under an instrument of delegation.
(4)
An Instrument of Delegation must –
(a)
specify the position or body to which the authority is delegated, and
(b)
set out the function or power being delegated, and
(c)
state any conditions or limitations on its exercise, and
(d)
indicate any reporting requirements, which may include reporting at each Committee meeting, annually, at the AGM, or not at all.
(5)
A person or body exercising delegated authority must comply with any conditions or limitations specified in the Instrument of Delegation.
(6)
A delegation under this Rule does not authorise the delegate to further delegate the function or power.
(7)
A delegate may obtain assistance to carry out the delegated function but remains solely responsible and accountable for the exercise of the delegation.
(8)
The Committee may revoke or amend any delegation at any time.
Note: This Rule is made in accordance with clause 35 of the Constitution, which permits the Committee to make rules for the proper management of the Association. Delegations to sub-committees may also be made under clause 24 of the Constitution. This Rule provides a general framework for all delegations made under the Constitution, including those to sub-committees.
22A Appointment to sub-committees
Appointments of members to sub-committees must be made by resolution of the Committee and recorded in the minutes.
22B Terms of Reference
(1)
Each sub-committee and Area Representation Group must operate under written Terms of Reference approved by resolution of the Committee.
(2)
Terms of Reference may specify membership, functions, reporting requirements, and delegations.
(3)
The Committee may amend or revoke Terms of Reference at any time by resolution.
23 Committee code of conduct
(1)
Committee members must act honestly, in good faith, and in the best interest of the Association as a whole.
(2)
Committee members must exercise reasonable care, diligence, and skill in carrying out their duties.
(3)
Committee members must not improperly use their position, or information obtained through their position for personal advantage or to the detriment of the Association.
24 Induction of new Committee members
(1)
The Secretary must ensure that newly elected Committee members are provided with –
(a)
a copy of the Constitution and Rules, and
(b)
the Association’s current strategic plan or priorities, and
(c)
any policies or delegations currently in force.
(2)
New Committee members must acknowledge in writing that they have received and read these documents.
25 Resignation and exit of Committee members
(1)
A Committee member may resign their office by giving written notice to the Secretary, or if the Secretary is resigning, to the President.
(2)
Upon resignation, removal, or the end of their term, a Committee member must return to the Secretary, or if the Secretary is resigning, to the President, within 14 days, all records, files, equipment, or other property of the Association issued to them in connection with their Committee role.
(3)
This Rule does not require the return of general member merchandise or personal item obtained through ordinary membership of the Association.
26 Conflict of interest of Committee members
(1)
A Committee member who has a direct or indirect conflict of interest in a matter being considered at a Committee meeting must declare the conflict as soon as they become aware of it.
(2)
The declaration must be recorded in the minutes of the meeting.
(3)
A conflict of interest arises where a matter has direct impact on –
(a)
the member personally, or
(b)
the member’s assigned Unit, or
(c)
a specific position held by the member within the Association.
(4)
A conflict of interest does not normally arise where a matter –
(a)
relates to Zone, Cluster, Unit, Directorate, or the Service as a whole, or
(b)
affects all members in the Association equally.
(5)
Where a conflict of interest under sub-rule (3) is declared, the Committee member must not –
(a)
engage in any deliberation of the matter, or
(b)
take part in any decision of the Committee on the matter,
unless the Committee resolved otherwise.
27 Casual vacancies and interim delegation
(1)
Where a casual vacancy occurs in the office of an Office-bearer, the Committee may, until the vacancy is filled under the Constitution, delegate the duties of the office to another Office-bearer or Committee member.
(2)
Any interim delegation made under this Rule must be recorded in the minutes of the Committee meeting at which it is made.
Note: This Rule operates subject to clause 18(2) of the Constitution, which provides that an Office-bearer may hold up 2 offices, other than both the offices of President and Vice-President.
Part 4 Meetings
28 Presiding officer
(1)
The President presides at general meetings and Committee meetings, or in their absence, the Vice-President.
(2)
If both are absent, the meeting must elect another Committee member to preside the meeting.
(3)
The presiding officer is responsible for maintaining order and ensuring these Rules and any standing orders are followed.
29 Conduct of members at meetings
(1)
Members must conduct themselves respectfully and not in a disruptive, offensive, or abusive manner during meetings.
(2)
The presiding officer has the authority to take disciplinary action necessary to maintain order, only for the duration of the meeting, including requiring a member to withdraw from the meeting.
Note: The detailed procedures for managing conduct at meetings are set out in Schedule 1 – Association’s Standing Orders.
30 Minutes and availability
(1)
Minutes must be kept for all meetings of the Association, including general meetings, Committee meetings, sub-committee meetings, and Area Representation Group meetings.
(2)
Minutes must be made available to all members of the Association within reasonable time after the meeting, the reporting tool, or other method approved by the Committee, unless declared confidential.
(3)
Despite sub-rule (2), the presiding officer may declare that particular items of business be recorded in a closed session, where disclosure would contrary to the best interest of the Association.
30A Minutes of sub-committees and Area Representation Groups
(1)
Minutes of sub-committee meetings and Area Representation Group meetings may be kept in simplified from, recording:
(a)
the date and time of the meeting,
(b)
attendees and apologises, and
(c)
any recommendations to the Committee.
(2)
Procedural motions and formal resolutions are required only for meetings of the Committee and general meetings, including the Annual General Meeting and Special General Meetings.
31 Standing orders
(1)
The Committee may adopt and from time to time amend standing orders, which are set out in Schedule 1, to regulate the conduct of all meetings of the Association.
(2)
All meetings of the Association must adhere to the standing orders adopted under this Rule.
(3)
Any adoption or amendment of the standing orders must be approved by resolution of the Committee and recorded in the minutes of the Committee meeting at which the resolution is made.
Note: Standing orders are procedural directions made by the Committee to regulate meetings. They must be consistent with the Constitution and these Rules but may be amended by the Committee at any time. Standing orders are not Rules of the Association for the purposes of clause 35 of the Constitution and not subject to amendment or repeal by a Special General Meeting of members.
32 Voting at meetings
(1)
Expect as otherwise provided in the Constitution, resolutions at meetings are determined by a simple majority of eligible votes cast.
(2)
Voting may be conducted –
(a)
by show of hands, or
(b)
by secret ballot, or
(c)
by and approved electronic voting platform.
(3)
A secret ballot must be held if required by the Constitution, direct by the presiding officer, or request by at least three members present.
(4)
The presiding officer has a deliberative vote and in the case of a tie, a casting vote unless the Constitution provides otherwise.
33 Online meetings
(1)
Meetings of the Association, including General Meetings, Committee meetings, sub-committee meetings, and Area Representation Group meetings, may be conducted in whole or in part by electronic means using platforms or systems approved by the Committee.
(2)
Members attending online are taken to be present for the purposes of a quorum and voting.
(3)
Meetings may be recorded for the purposes of preparing or verifying minutes, in accordance with the Standing Orders.
(4)
Recordings are Association records and must be kept securely. Access is restricted to the Committee, unless Committee approved wider access.
(5)
Once the minutes are confirmed, the recording must not be used for any other purpose without the approval of the Committee.
34 Motions on notice
(1)
A member of the Association may submit a motion on notice for consideration at any meeting of the Association in which they are entitled to participate and speak, including a General Meeting, Committee meeting, sub-committee meeting or Area Representation Group meeting.
(2)
A motion on notice must –
(a)
be in writing, and
(b)
identify the meeting a which it is to be considered, and
(c)
be signed by the member moving the motion, and
(d)
be lodged with the Secretary, or convener of the relevant meeting, within the prescribed timeframes.
(3)
The prescribed timeframes are –
(a)
21 days before the date of a General Meeting, and
(b)
10 days before the date of a Committee meeting, sub-committee meeting, or Area Representation Group meeting,
unless otherwise determined by the presiding officer.
(4)
The Secretary, or meeting convener, must include all motions on notice received in accordance with this Rule in the agenda and circulate them with the notice of the meeting.
(5)
Repealed
(6)
The presiding officer may rule a motion on notice out of order if it –
(a)
is inconsistent with the Constitution, or these Rules, or
(b)
is defamatory, offensive, or unlawful, or
(c)
proposes expenditure or action beyond the Association’s powers.
35 Procedural motions
(1)
Procedural motions may be moved and seconded during a meeting to regulate the order and conduct of business.
(2)
A procedural motion does not require debate and must be put to the meeting immediately, unless the presiding officer rules it out of order on the grounds that –
(a)
it is frivolous or vexatious, or
(b)
it would deny members a reasonable opportunity to be heard, or
(c)
it is inconsistent with the Constitution, these Rules or the Standing Orders.
(3)
The presiding officer must give reasons for ruling a procedural motion out of order, and the ruling is final.
(4)
The only procedural motions that may be moved are –
(a)
that the minutes of the previous meeting be confirmed,
(b)
that the question be now put,
(c)
the debate on the matter be adjourned,
(d)
that the meeting moves to the next item of business,
(e)
that the meeting be adjourned,
(f)
that a report circulated prior to the meeting be taken as read,
(g)
that a speaker be granted an extension of time,
(h)
that the order of business be varied, or
(i)
that a report presented at the meeting be adopted.
(5)
Repealed.
Part 5 Area representation
36 Role of Area Representatives
(1)
Area Representatives act as a conduit between members in their designated Unit, Cluster, Zone, or Directorate and the Committee.
(2)
Area Representatives must –
(a)
communicate decisions and information from the Association to members in their area, and
(b)
gather feedback and issues to the Committee or relevant Area Representation Group
(c)
present such feedback and issues to the Committee or relevant Area Representation Group.
37 Area Representation Group meetings
(1)
Area Representation Group meetings may be held in person, online or in a hybrid form, as determined by the Chair of the Area Representation Group.
(2)
The Chair must ensure that accurate minutes of each meeting are kept and provided to the Secretary within 21 days.
(3)
The Chair must report to the Committee on the views, issues, and recommendations from meetings of the Area Representation Group.
38 Accountability
(1)
Area Representatives and Area Representation Groups operate subject to the authority of the Committee.
(2)
The Committee may issue directions to Are Representatives or Area Representation Groups, and those directions must be followed if they are consistent with the Constitution, these Rules, and the law.
Part 6 Administration
39 Association records
(1)
The Secretary must ensure that accurate and up-to-date records are maintained of –
(a)
the Constitution and these Rules, and
(b)
minutes of all meetings, and
(c)
a register of members, and
(d)
correspondence, notices, and official documents
(2)
Members may inspect Association records in accordance with the Constitution, subject to confidentiality provisions.
(3)
The Association must retain records, including minutes, correspondence, and financial records, for a minimum of 7 years, unless a longer period is required by law.
40 Branding and collateral
(1)
The Association’s name, logo, and branding may only be used with the approval of the Committee.
(2)
Members may use the Association branded collateral (such as letterhead, notepads, pens, etc) in the ordinary course of Association activities.
(3)
Members must not produce or authorise banners, apparel, or other promotional material bearing the Association’s name, logo, or branding without the prior approval of the Committee.
41 Notices
(1)
Any notice required to be given to a member under the Constitution or these rules may be given –
(a)
personally, or
(b)
by post to the member’s address recorded in the register of members, or
(c)
by electronic means (including email) to the member’s address recorded in the register of members.
(2)
A notice is taken to be received –
(a)
if given personally, on the date it is delivered, or
(b)
if posted, three business days after posting, or
(c)
if sent electronically, on the date it is sent.
42 ICT systems
(1)
Only members authorised by the Committee may access the Association’s ICT systems and applications.
(2)
Members granted access must not share or provide access to another person who is not authorised.
(3)
The Committee may amend or revoke a member’s access to ICT systems at any time.
43 Email system
(1)
The Association shall provide an official email account to –
(a)
Committee members, and
(b)
repealed, and
(c)
Chairs of Area Representation Groups, and
(d)
members appointed to a position within the Association by the Committee, and
(e)
any other person authorised by the Committee.
(2)
The Association’s email system may be monitored by the Committee and accessed at any time if approved by the Committee.
(3)
Official email accounts must only be used for Association business.
(4)
The Committee may revoke or amend access to the Association’s email system at any time and for any reason, or no reason.
44 Positions
(1)
The Committee may create positions within the Association to support the administration and operations of the Association.
(2)
Each position must have a written role description that includes –
(a)
key responsibilities, and
(b)
direct reports (if any), and
(c)
any delegations (if any), and
(d)
the reporting manager or officer.
(3)
A member may be appointed to a position only on resolution of the Committee. Upon such a resolution, the President shall appoint the member and issue a Instrument of Appointment.
(4)
Unless otherwise specified by the Committee, all positions expire at the conclusion of the Association’s Annual General Meeting.
(5)
Positions must be re-advertised prior to each Annual General Meeting,
(a)
members holding a position may re-apply and may be re-appointed,
(b)
the incoming committee must be consulted prior to the Annual General Meeting to confirm appointment of members,
(c)
the Instrument of Appointment shall be issued after the Annual General Meeting by the incoming President.
(6)
The President may specify in the Instrument of Appointment an earlier end date for a position.
(7)
Repealed.
(8)
A position may be revoked by –
(a)
a resolution of the Committee, or
(b)
a resolution of a Special General Meeting.
(9)
Sub-rule (4) does not apply to appointments to Sub-Committees.
44A Expression of interest for appointments
(1)
All appointments to a position within the Association under Rule 44, or to a sub-committee, under Rule 22A or clause 24 of the Constitution, must be made following an Expression of Interest process.
(2)
An Expression of Interest must –
(a)
be advertised to all members of the Association for a reasonable period,
(b)
set out the role description, responsibilities, and any eligibility requirements, and
(c)
specify the process for applying.
(3)
The Committee will consider all expressions of interest received and make recommendations by resolution, having regard to the skills, experience, and interests of applicants.
(4)
The President shall make appointments to positions under Rule 44 on the recommendation of the Committee. The Committee shall itself make appointments to Sub-Committees under Rule 22A.
(5)
Where no suitable expression of interest is received, the Committee may extend or re-advertise the expression of interest.
(6)
All appointments made following an expression of interest must be recorded in the minutes of the Committee meeting.
45 Notification of amended rules
(1)
Where the Committee amends the Rules in accordance with clause 35 of the Constitution, then the Committee must inform all members of the amended Rules within 14 days of the resolution.
(2)
Failure to notify members within 14 days does not affect the validity of the amended Rules. However, no member may be issued with a breach notice under Rule 4 for contravening an amended Rule until notice of the amendment has been given.
46 Memoranda and directives
(1)
The Committee may issue a memorandum to members of the Association.
(2)
A memorandum may be issued for the purposes of –
(a)
informing members of matters affecting the Association, or
(b)
giving effect to a resolution of the Committee, or
(c)
issuing a directive on behalf of the Committee or where authorised under the Constitution or these Rules.
(3)
Members must comply with nay directive contained in a memorandum issued under sub-rule (2).
(4)
Memoranda must be made available to members in writing or by electronic means.
(5)
Memoranda must be made tabled at the next Committee meeting and recorded in the minutes.
47 Policies and procedures
(1)
The Committee may make, amend, or revoke policies and procedures for the management and operation of the Association.
(2)
Policies and procedures remain in effect until revoked by a memorandum, resolution by the Committee, or by a resolution of a Special General Meeting.
(3)
Policies and procedures must be consistent with the Constitution, these Rules and the law.
Schedule 1 — Standing Orders
Part 1 Preliminary
1 Application
(1)
These Standing Orders apply to all meetings of the Association, including –
(a)
General Meetings, and
(b)
Committee meetings, and
(c)
meetings of sub-committees and Area Representation Groups.
(2)
These Standing Orders are to be read subject to the Constitution and the Rules of the Association.
2 Presiding Officer
The presiding officer is responsible for the orderly conduct of the meeting in accordance with these Standing Orders.
3 Recording of meetings
(1)
Meetings, including closed sessions, may be recorded for the purposes of preparing or verifying minutes.
(2)
The presiding officer may declare before a meeting or session that recording will occur.
(3)
A member who does not wish to be recorded may withdraw form the meeting or session.
(4)
Recordings are not a substitute for minutes, which remain the official record of proceedings.
Part 2 Order of business
4 Agenda
(1)
Meetings must follow the agenda issued for the meeting.
(2)
The order of business may be varied by resolution of the meeting or by the presiding officer if necessary for the efficient conduct of business.
5 Quorum
(1)
The presiding officer must confirm the presence of a quorum before proceeding to substantive business.
(2)
Should the meeting lose a quorum part way through a meeting, the presiding officer must attempt to regain a quorum. If in a reasonable period of time a quorum is unable to be regained, then the presiding officer must adjourned
the meeting. All remain business shall be automatically included in the next meeting’s agenda.
6 Postponement of business
(1)
The presiding officer may, on a motion moved, seconded and carried by a majority of members preset, postpone consideration of an agenda item until the next ordinary meeting of the same body.
(2)
A motion to postpone must be put to the vote immediately without debate.
(3)
Business postponed under this Standing Order takes precedence at the next ordinary meeting after confirmation of the minutes.
7 Deferral of business within a meeting
(1)
The presiding officer may, on a motion moved, seconded and carried by a majority of members preset, defer a agenda item until later in the same meeting.
(2)
A motion to defer must be put to the vote immediately without debate.
(3)
Deferred business is to be resumed at the time specified in the motion, or if no time is specified, before the meeting proceeds to general business or closes.
8 Urgency motions
(1)
A member may move, with the consent of the presiding officer, that an agenda item be brought forward and considered earlier in the meeting on the grounds of urgency.
(2)
An urgency motion must be seconded and put to the vote immediately without debate.
(3)
If supported by a majority of the members present, the agenda item is taken in order specified in the motion.
(4)
An urgency motion cannot be used to introduce new business not already included on the agenda.
9 Reports
(1)
Reports circulated in advance are taken as read and may be adopted without being read aloud.
(2)
Repealed
(3)
The presiding officer must call for questions or comments before putting the motion to adopt the report.
(4)
Where no questions are raised, the report may be adopted without debate.
Part 3 Motions and debate
10 Motions
(1)
A motion must be moved and seconded before debate may begin.
(2)
Motions must be provided in writing if requested by the presiding officer.
11 Motions on notice
(1)
A motion must be moved and seconded before debate may begin.
(2)
The member who put forward the motion is the member that shall move the motion.
(3)
Once a motion has been moved, the member who put forward the motion may speak to the motion before any debate on the motion.
(4)
No motion shall be debated or put to a vote unless it has been seconded. A motion not seconded shall lapse without further consideration.
(5)
Debate and voting on motions on notice, must follow the procedures set out in these Standing Orders for substantive motions.
12 Motions without notice
(1)
A member may move a motion without notice during General Business, or with leave of the presiding officer at another point in the meeting.
(2)
A motion must be moved and seconded before debate may begin.
(3)
The member who put forward the motion is the member that shall move the motion.
(4)
Once a motion has been moved, the member who put forward the motion may speak to the motion before any debate on the motion.
(5)
No motion shall be debated or put to a vote unless it has been seconded. A motion not seconded shall lapse without further consideration.
(6)
Debate and voting on motions on notice, must follow the procedures set out in these Standing Orders for substantive motions.
(7)
Discussion held during General Business that does not result in a motion or resolution is not recorded in detail in the minutes, except to note that discussion occurred.
13 Amendments
(1)
An amendment to a motion must be moved and seconded and debated before being put to the vote.
(2)
Only one amendment may be considered at a time.
14 Debate procedure
(1)
After a motion is moved and seconded and the person who moved motion has spoken to it, the presiding officer must ask if any member wishes to speak against the motion.
(2)
If no member speaks against a motion, the presiding officer may put the motion to the vote without debate.
(3)
If any member speaks against a motion, the presiding officer may allow debate. Debate should generally alternate between speakers for and against.
(4)
The presiding officer has discretion to allow informal discussion instead of formal debate, provided members are given fair opportunity to be heard before a vote is taken.
(5)
The mover of the motion has a right of reply before the vote is taken.
15 Speaking
(1)
Members may speak only once to a motion, expect –
(a)
the mover of the motion, who may reply, and
(b)
with leave of the presiding officer.
(2)
Debate must be confined to the subject of the motion or amendment under discussion.
16 Time limits
(1)
The presiding officer may set time limits for anyone speaking to ensure fair participation.
(2)
Time limits must be applied equally throughout the meeting once the presiding officer has decided to set a time limit.
(3)
The presiding officer may grant an extension of time on a procedural motion.
17 Reports circulated in advance
(1)
Reports that have been circulated to members prior to the meeting are taken as read and may be adopted without being read aloud.
(2)
The presiding officer may invite the author of a report to speak briefly or accept questions from members present at the meeting.
(3)
Where no questions are raised, the report may be adopted without debate.
18 General business
(1)
General business provides an opportunity for members to raise matters not otherwise listed on the agenda.
(2)
Discussion held under general business is not recorded in detail in the minutes, expect where a resolution is passed.
(3)
A motion without notice may be moved during general business.
(4)
A motion without notice must be moved and seconded before being debated or put to a vote.
(5)
Debate and voting on motions without notice must follow procedures set out in these Standing Orders for substantive motions.
(6)
Where no seconder is found, the motion lapses and no resolution is recorded.
Part 4 Voting
19 Methods of voting
(1)
Voting may be conducted by –
(a)
a show of hands, or
(b)
electronic platform approved by the Committee, or
(c)
secret ballot, where directed by the presiding officer or resolved by the meeting.
20 Majority
Except where the Constitution provides otherwise, resolutions and recommendations are decided by simple majority.
21 Casting vote
Where there is an equality of votes, the presiding officer may exercise a casting vote if permitted by the Constitution.
Part 5 Conduct and discipline
22 Conduct of members
(1)
Members must conduct themselves respectfully and not act in a disruptive, offensive, or abusive manner.
(2)
Only one member may speak at a time. A member may speak only when they have been given the call by the presiding officer.
(3)
The presiding officer may –
(a)
call a member to order, or
(b)
direct a member to withdraw offensive or inappropriate comments and remarks, or
(c)
direct a member to withdraw for a stated period, or
(d)
order the removal of a member from the meeting for the remainder of the sitting.
23 Closed sessions
(1)
The presiding officer may move a meeting into a closed session where confidential or sensitive matters are to be considered.
(2)
A member of the meeting may raise a point of order, to take a meeting into a closed session, the meeting shall only enter a closed session upon a resolution of the members present at the meeting.
(3)
Matters delt within a closed session shall be excluded from the meeting minutes. The presiding officer may decide to provide a summary of outcomes from the closed session.
24 Public attendance
(1)
The presiding officer may permit or exclude non-members of the Association from attending meetings, subject to any directions of the Committee.
(2)
A member of the Association who is not a member of the meeting may attend only with the consent of the presiding officer or by invitation of the Committee.
(3)
A person permitted to attend under this Standing Order, does not have the right to speak or vote unless expressly authorised by the presiding officer.
(4)
The presiding officer may authorise that a meeting includes a members forum section.
24A Members forum
(1)
Members of the Association who ordinarily does not sit on a meeting, may register to speak within the members forum section of a meeting, where the members forum has been authorised by the presiding officer.
(2)
Members must indicate the topic they are speaking to before the meeting commences.
(3)
Members may only register to speak once per meeting.
(4)
Members speaking within the members forum shall have a time limit of 5 mins.
(5)
The presiding officer may grant an extension of time on a procedural motion.
(6)
An Association member who ordinarily does not sit on the meeting may ask questions to the meeting through the presiding officer.
(7)
Members of the meeting may respond to any questions asked under sub- section (6) or decide to take the question on notice. Questions taken on notice must be answered within 21 days.
Part 6 Adjournment and termination
25 Adjournment
(1)
The presiding officer may adjourn a meeting where –
(a)
a quorum is not present, or
(b)
disorder prevents the meeting from continuing, or
(c)
with the consent of the meeting.
26 Early termination
The presiding officer may terminate a meeting early if circumstances make it impracticable to continue, provided the reasons are recorded in the minutes.