Constitution of Orienteering ACT Incorporated
- General Meetings
- Council and Board of Management
- Election of the Board
- Amendments to the Constitution
- Property, Assets and Income
- Dissolution of the Association
1. The name of this body shall be Orienteering ACT Incorporated
and it shall hereafter be referred to as “the
2. The objects of the Association shall be:
- to promote interest in the sport of orienteering in the Australian Capital Territory and surrounding areas;
- to conduct events for those interested in orienteering;
- to educate, train, coach and encourage people in the sport of orienteering; and
- to do all such things and acts conducive to the furtherance of the objects and interests of the Association.
3. The Association shall be affiliated with the Orienteering
Federation of Australia and shall abide by the rules and
regulations of that Federation.
4. The Association shall offer the following classes of
membership to persons interested in orienteering:
- individual membership which is available to any person;
- junior membership which is available to any person under the age of 21 years as of December 31 of the membership year; and
- family membership which is available to any couple or person and their dependent children.
5. Any person who wishes to become a member of the Association
must indicate the orienteering club affiliated with the
Association, of which they wish to become a member. Such person
shall become a member upon acceptance by the Council or its
authorised officer of an application and payment of the annual
membership fee to the Association. An application for family
membership must list all members of the family who wish to
become members. Membership of the Association is conditional
upon remaining a member of an orienteering club affiliated to
6. The Association shall offer Associate Membership to schools
and youth groups which have an interest in orienteering, and
which have made application and paid the annual fee as
7. An Annual General Meeting or Special General Meeting may
appoint any person as an honorary member or honorary life member
of the Association in recognition of services rendered in
promoting the interests objects of the Association. An honorary
member or honorary life member shall be entitled to all the
privileges of a member under this Constitution including the
right to vote and stand for election.
8. The annual membership fee for all classes or membership
shall be determined by the Council not less then one (1) month
before the commencement of the year in which they are due to
9. Membership fees shall be due on 1 January each year. A
membership shall lapse if the fee is not paid before 1 March of
10. Any persons ceasing to be members of the Association for
any reason whatsoever shall not be entitled to the return of
their membership fees or any portion thereof.
11. The Association may expel or otherwise penalise any member
whose conduct is considered to be discreditable or injurious to
the character or interests of the Association and/or the sport
12. Before any member is expelled or otherwise penalised that
member's conduct shall be subject to an enquiry by a
sub-committee appointed by the Association and that member shall
be given the opportunity to justify or explain any such conduct
to the sub-committee. If proven guilty of such action or
conduct, then the Association may expel or otherwise penalise
that member. Should the member fail to appear before the
sub-committee, the Association may proceed in that member's
absence to conduct the said enquiry and to make its
findings. The decision of the sub-committee shall be subject to
ratification by the Council whose decision shall be final.
13. The Council may recognise as an orienteering club any group
whose members are members of the Association and which shares
the objects of the Association.
14. Each orienteering club may be governed by its own
constitution. In the event of conflicts between this
Constitution and the constitution of an orienteering club then
this Constitution shall take precedence.
15. The Annual General Meeting of members shall be held within
two (2) months of the end of the financial year, and members
shall be given notice in writing at least (14) days before such
16. The annual report, balance sheet and financial statement
shall be submitted to members at least fourteen (14) days before
the Annual General Meeting.
17. A Special General Meeting of members may be called at the
request of the President or the Secretary or any ten (10)
members of the Association. Such meeting shall be held within
thirty (30) days of such request and all members shall be
notified in writing not less than fourteen (14) days
18. The President of the Association shall be the chairperson
at all General Meetings. Should the President not be present
then a Council member shall be elected to the chair. If there be
no Council member present, the members of the Association shall
elect one of their number to take the chair.
19. At all meetings the decision of the chairperson on a point of order shall be final.
20. The chairperson shall have a casting vote only.
21. The quorum for a General Meeting shall be fifteen (15) members of the Association present.
22. If at any General Meeting other than the Annual General Meeting, there be no quorum within thirty (30) minutes of the time appointed for the meeting then the meeting shall lapse unless a majority of members present decide to adjourn the meeting for a period not exceeding fourteen (14) days. If at the Annual General Meeting there be no quorum within thirty (30) minutes f the time appointed for the meeting then the meeting may proceed despite the absence of a quorum.
23. Only members of the Association present in person shall be entitled to vote.
Council and Board of Management
24. The business and affairs of the Association shall be under the control of a Council and a Board of Management.
25. The Board of Management (hereafter referred to as "the Board") shall consist of the President, the Secretary, the Treasurer, and such other members as shall be decided at the Annual General Meeting.
26. The Council shall consist of:
the members of the Board,
up to two representatives from each orienteering club recognized by a decision at the Annual General Meeting or a subsequent meeting of Council.
27. For the purposes of this constitution a vacancy in the office of a members occurs if the member:
- ceases to become a member of the Association,
- resigns the office,
- suffers from a mental or physical incapacity which makes them incapable of fulfilling the duties of that office, or
- is disqualified from office under sub-section 63(1) of the Associations Incorporation Act 1991.
28. Should any vacancy occur in any Board or Office Bearer position other than in the normal course of elections, the Board may fill such vacancy from the members of the Association and the member duly appointed shall hold office until the next Annual General Meeting.
29. A person may serve in more than one Council or Board position with the exception that the positions of President, Secretary and Treasurer shall be filled by different persons.
30. The President shall not serve as such for more than three (3) years consecutively.
31. The Council may, subject to the decisions made at General Meetings, exercise all the powers of the Association and do all such acts and things as may be done by the Association or which it considers necessary or expedient to carry out the objects of the Association.
32. The Board may exercise all the discretion of the Council as set forth herein, provided that such action taken by the Board shall be subject to ratification at the next succeeding meeting of the Council.
33. The Council and Board shall each meet as often as required to conduct the business of the Association but not less than once a year.
34. Council meetings shall be open to all members of the Association, but only members of the Council, as defined in clause 26 shall be entitled to vote.
35. The President or the Secretary or any three (3) members of the Council shall have the power to call a meeting of the Council.
36. The President or the Secretary or any two (2) members of the Board shall have the power to call a meeting of the Board.
37. The President may take the chair at all Council meetings. Should the President not take the chair then the Council shall elect one of its number to take the chair.
38. Each member of the Council shall be entitled to one vote, irrespective of the number of positions held, with the exception of the chair, who shall have a casting vote only.
39. Unless a majority of the Council considers that it is necessary to meet on less than seven (7) days notice, notification of Council meetings shall be conveyed to members at least seven (7) days before the meeting.
40. All member of the Council shall be entitled to notice of meetings but the accidental omission to give any member, or the non-receipt by any member, of any notice required by this Constitution shall not invalidate or affect any proceedings of such meeting.
41. The Council shall have the power to delegate any of its powers to a sub-committee to deal with any particular matter or matters and upon such terms and conditions as the Council may think fit. The President and the Secretary shall be ex-officio members of all sub-committees.
42. In the event of a defect being discovered in the appointment of all or any of the members of the Council, any acts or decisions of any meeting of the Council or any of its members shall be as valid and effective as if they had all been properly appointed, unless it is proved the appointment was made in fraud or bad faith.
43. The provisions of clauses 37 to 42 inclusive shall also apply to the Board.
44. The quorum for Council meetings shall be half the members of the Council present, providing that at least half the Board is present. If the number of Council members becomes less than a quorum, the remaining Council members may meet to co-opt additional members to the Council.
45. The quorum for Board meetings shall be three (3) members present. If the number of Board members becomes less than a quorum, the remaining Board members may meet to co-opt additional members to the Board.
Election of the Board
46. Nomination of each candidate for election to a Board
position shall be proposed and seconded respectively by two
members of the Association at the Annual General Meeting.
47. Contested offices shall be subject to ballot at the Annual
General Meeting of the members of the Association present and
48. The election for Board positions shall be by ballot of
members of the Association present and voting thereon, held at
the Annual General Meeting. No ballot shall be required when the
number of candidates nominated for each Office does not exceed
the number of vacancies and they shall be declared duly
49. The term of elected Board positions and Office Bearers
shall be until the succeeding Annual General Meeting.
50. The duties of the Secretary shall include the keeping of a
true record of all minutes of all meetings, attending to
correspondence, issuing notices of meetings, keeping records and
carrying out such duties as the Council may from time to time
51. The Treasurer shall keep proper books of account of all
monies received and disbursed and generally perform all such
duties as are directed by the Council from time to time.
52. The financial year shall be from 1 January to 31
53. All moneys of the Association shall be paid into an account
of the Association as the Board may from time to time
54. All withdrawals from an account of the Association shall be
signed by two of the bank signatories authorised by the
55. The books and accounts of the Association shall be audited
annually by an auditor appointed by the Annual General
56. The Council or Board may make by-laws necessary for the
proper administration of the Association.
57. Unless otherwise determined the members of the Board for
the time being shall be deemed to be Trustees of the
Association, to hold any property, real or personal belonging to
Amendments to the Constitution
58. This shall be the only Constitution of the ACT Orienteering
Association Incorporated. The Constitution may only be amended
if three-quarters of the members of the Association present at
an Annual General Meeting or at a Special General Meeting
convened for that purpose are in favour of such amendment.
59. Notice of an amendment to the Constitution must be given in
writing to the Secretary of the Association thirty (30) days
before the Annual General Meeting or Special General
Property, Assets and Income
60. The property, assets and income of the Association, wherever derived, shall be solely applied towards the promotion of the objects of the Association, no portion thereof shall be paid or transferred either directly or indirectly by way of dividend, bonus, profit or otherwise to members of the Association. Nothing herein contained shall prevent the payment in good faith of remuneration to any officers of the Association in return for services actually rendered, nor prevent the payment of interest on money borrowed from any member of the Association. Should the Association for any reason whatsoever cease to function, any member or person holding any Association money or property shall forthwith pay same to the Council.
Dissolution of the Association
61. In the event of the Association being dissolved, the assets
which remain after such dissolution and the settlement of all
debts and liabilities shall be paid and applied by the Council
in accordance with their powers to any fund, institution or
authority which is a non-profit organisation.
62. Any notice required by this Constitution to be given to any
member shall be sufficiently given if personally conveyed to the
member or posted or delivered to the last address of the member
notified in writing by the member to the Secretary. In the case
of notice by post the notice shall be deemed to have been
received on the first day on which mail is delivered after the
day of posting.