Association Rules Part 8 – General Matters

  1. Executing Documents
    1. The Association may execute a document without using a common seal if the document is signed by
      1. two committee members or
      2. one committee member and a person authorised by the committee.
  2. Giving Notices to Members
    In this rule
    1. recorded means recorded in the register of members.
    2. A notice or other document that is to be given to a member under these rules is taken not to have been given to the member unless it is in writing and
      1. delivered by hand to the recorded address of the member or
      2. sent by prepaid post to the recorded postal address of the member or
      3. sent by facsimile or electronic transmission to an appropriate recorded number or recorded electronic address of the member.
  3. Custody of Books and Securities
    1. Subject to subrule (2), the books and any securities of the Association must be kept in the secretary’s custody or under the secretary’s control.
    2. The financial records and, as applicable, the financial statements or financial reports of the Association must be kept in the treasurer’s custody or under the treasurer’s control.
    3. Subrules (1) and (2) have effect except as otherwise decided by the committee.
  4. Record of Office Holders
    1. The record of committee members and other persons authorised to act on behalf of the Association that is required to be maintained under rule 58(2) of the Act must be kept in the secretary’s custody or under the secretary’s control.
  5. Inspection of Records and Documents
    1. Subrule (2) applies to a member who wants to inspect
      1. the register of members under rule 54(1) of the Act or
      2. the record of the names and addresses of committee members, and other persons authorised to act on behalf of the Association, under rule 58(3) of the Act or
      3. any other record or document of the association.
    2. The member must contact the secretary to make the necessary arrangements for the inspection.
    3. The inspection must be free of charge.
    4. If the member wants to inspect a document that records the minutes of a committee meeting, the right to inspect that document is subject to any decision the committee has made about minutes of committee meetings generally, or the minutes of a specific committee meeting, being available for inspection by members.
    5. The member may make a copy of or take an extract from a record or document referred to in subrule (1)(c) but does not have a right to remove the record or document for that purpose.
    6. The member must not use or disclose information in a record or document referred to in subrule (1)(c) except for a purpose
      1. that is directly connected with the affairs of the Association or
      2. that is related to complying with a requirement of the Act.
  6. Publication by Committee Members of Statements about Association Business Prohibited
    A committee member must not publish, or cause to be published, any statement about the business conducted by the Association at a general meeting or committee meeting unless
    1. the committee member has been authorised to do so at a committee meeting and
    2. the authority given to the committee member has been recorded in the minutes of the committee meeting at which it was given.
  7. Distribution of Surplus Property on Cancellation of Incorporation or Winding Up
    1. In this rule —
      surplus property, in relation to the Association, means property remaining after satisfaction of
      1. the debts and liabilities of the Association and
      2. the costs, charges and expenses of winding up or cancelling the incorporation of the Association,
        but does not include books relating to the management of the Association.
    2. On the cancellation of the incorporation or the winding up of the Association, its surplus property must be distributed as determined by special resolution by reference to the persons mentioned in rule 24(1) of the Act.
  8. Alteration of Rules
    If the Association wants to alter or rescind any of these rules, or to make additional rules, the Association may do so only by special resolution and by otherwise complying with Part 3 Division 2 of the Act.