Statement of Purposes, Rules, By-Laws
The Australasian Religious Press Association
Incorporated in Victoria Registration no. 0030607J
as amended on 4 October 2008
Members are advised that the following Rules of this association are to be read in conjunction with the
Model Rules of the Office of Fair Trading, Victoria, Associations Incorporation Act.
STATEMENT OF PURPOSES
1. The name of the incorporated Association is the Australasian Religious Press Association ("the
Association").
2. The purposes for which the Association is established are:
(1) To enhance the effectiveness and quality of Christian publications and the professionalism and
faith of their staff;
(2) To maintain a network of fellowship and communication among those working or interested in the
Christian press;
(3) To pursue areas which are of common concern or mutual benefit to Association members.
3. Solely for the purpose of furthering those purposes set out above, the Association shall have power to:
(1) invest and deal with monies of the incorporated association not immediately required in such
manner as is from time to time thought fit;
(2) raise or borrow money upon such terms and in such manner as it thinks fit;
(3) secure the repayment of monies so raised or borrowed or the payment of a debt or liability of the
incorporated Association by giving mortgages, charges or securities upon or over all or any of the
property of the incorporated Association;
(4) give any guarantee or indemnity for the payment of money or the performance of any contractual
obligation or undertaking entered into by or on behalf of a not-for-profit association or company and
become surety or security for or on behalf of any not-for-profit association or company and without
exception either alone or in association or jointly and severally or jointly and severally with other
persons, trustees, companies, associations or entities and for the purpose of security the payment of
any money or the performance of any such contractual obligation or undertaking for which the trustee
has become or may become liable under and by virtue of any guarantee indemnity or other contract
pursuant to this paragraph, to mortgage or provide a lien or fixed or floating charge or to otherwise
charge the whole or any part of the Trust fund (in the present or the future) and no lender shall be
concerned to inquire into the necessity for any such borrowing or as to the purpose for which it is
required or as to the application of money borrowed;
(5) delegate in writing the exercise of all or any of the powers or discretionary authorities hereby
conferred on the Association and to execute any Powers of Attorney or other instruments necessary to
effect such a delegation;
(6) act as trustee;
(7) accept and hold upon trust real estate and personal property; and
(8) do all other things that are incidental or conducive to the attainment of the purposes and exercises
of the powers of the incorporated Association.
CONCLUSION OF STATEMENT OF PURPOSES
THE RULES
NAME
1. The name of the incorporated Association is The Australasian Religious Press Association Incorporated
(in these Rules called "the Association").
INTERPRETATION
2. (1) In these rules, unless the contrary intention appears:
• "Executive Committee" means the body appointed in accordance with Rule 20.
·
• "Membership Year" means the year ending June 30.
• "General Meeting" means a general meeting of members convened in accordance with Rule 11.
• "Executive Officer" means that person who may be appointed by the Association for the undertaking
of certain administrative tasks in accordance with Rule 37. Where no such officer is appointed,
reference to "Executive Officer" means "Secretary".
• "Member" means a periodical or communication agency accepted into membership of the
Association in accordance with Rule 3 and represented by a designated Representative.
• "Representative" means that person designated as the representative agent of a Member publication
or communication agency in accordance with Rule 3.
• "Associate" means an individual accepted into Associate membership of the Association in
accordance with Rule 3.
• "The Act" means the Associations Incorporation Act 1981.
• "The Regulations" means regulations under the Act.
• "The By-Laws" mean those provisions determined in accordance with Rule 38
(2) In these Rules, a reference to the Secretary of the Association is a reference:
(a) where 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) Words or expressions contained in these Rules shall be interpreted in accordance with the provisions of
the Interpretation of Legislation Act 1984 and the Act as in force from time to time.
(4) Wherever there is a reference to the sending of ‘a notice’, this can include electronic transmission.
APPLICATION FOR MEMBERSHIP
3.
(1) A periodical or communication agency which applies and is approved for membership as provided in
these Rules is eligible to be a Member of the Association on payment of the annual subscription payable
under these Rules and signed assent to be bound by the Rules and By-Laws of the Association.
(2) Membership in the Association shall be open to periodicals or communication agencies in Australia and
New Zealand that subscribe to the purposes set forth in the Statement of Purpose and which are published
by or operate under the auspices of denominations or Christian agencies which stand within the traditions
and creeds of the historic trinitarian faith.
(3) Each periodical or communication agency seeking membership shall nominate one Representative
(usually the Editor or Publisher) who will act as the agent of that periodical or agency in the exercise of the
responsibilities of that membership including voting rights in accordance with Rule 18.
(4) Any individual who applies and is approved for Associate membership as provided in these Rules is
eligible to become an Associate of the Association on payment of the annual subscription payable under
these Rules and on giving signed assent to be bound by the Rules and By-Laws of the Association.
(5) Associate membership shall be open to individuals who subscribe to the purposes set forth in the
Statement of Purpose but who do not edit, publish or otherwise direct publications or agencies which are
eligible to be received as Members of the Association.
(6) The Association may offer any other category of membership and establish the criteria of eligibility for
such categories of membership and include these provisions in its By-Laws.
(7) Application for membership shall be made on the membership application form provided by the
Association and submitted to the Executive Officer with payment of fees for the current financial year.
(8) As soon as practicable after receipt of an application, the Executive Officer shall refer the application to
the Executive Committee.
(9) The Executive Committee shall determine whether to approve or reject the application.
(10) Upon approval of the application, the Executive Officer shall enter the applicant's name, address and
other contact details in the Register of Members kept by him and, upon the name so being entered, the
applicant is in membership of the Association.
(11) A right, privilege or obligation of a person by reason of his membership of the Association:
(a) is not capable of being transferred or transmitted to another person;
(b) terminates upon the cessation of his membership whether by death or resignation or otherwise.
ANNUAL SUBSCRIPTION
4.
(1) Entrance fees and annual fees for each of the various categories of membership shall be determined at
each Annual General Meeting of the Association to apply for the following membership year.
(2) Annual fees are payable by no later than the end of the fourth month of the membership year (that is,
October 31), otherwise the membership is deemed to have lapsed.
REGISTER OF MEMBERS
5. The Executive Officer shall keep and maintain a Register of Members in which shall be entered the full
name, address, telephone and facsimile numbers, and date of entry of the name of each applicant approved
for membership in any of the various categories, such register to be available for inspection by members at
the address of the Public Officer.
RESIGNATION AND EXPULSION OF A MEMBER
6. (1) A Member, Associate or person received into any other category of membership of the Association
who has paid all moneys due and payable by him to the Association may resign from the Association by first
giving one month's notice in writing to the Executive Officer of his intention to resign and upon expiration
of that period of notice his membership shall cease.
(2) Upon expiration of a notice given under sub-clause (1), the Executive Officer shall make in the Register
of Members an entry recording the date on which the membership of the Member or individual ceased.
(3) A Member, Associate or person received into any other category of membership of the Association shall
not breach the Fair Trading laws in any state of Australia or in New Zealand.
Specifically, a Member, Associate or person received into any other category of membership of the
Association shall not breach sections 24 and 27 of the Fair Trading Act Victoria 1999. Membership will be
refused to anyone who has breached, or who is reasonably suspected of having breached, these laws;
membership of a member who has breached these laws will be automatically forfeited; a member who is
reasonably suspected of having breached these laws will be dealt with according to the expulsion procedures
of the Association.
7.
(1) Subject to these rules, the Executive Committee may by resolution:
(a) expel a Member or individual from the Association; or
(b) suspend a Member or individual from membership of the Association for a specified period; if the
Executive Committee is of the opinion that the Member or individual has:
(i) refused or neglected to comply with these Rules; or
(ii) been guilty of conduct unbecoming a Member or prejudicial to the interests of the
Association.
(2) A resolution of the Executive Committee under sub-clause (1):
(a) does not take effect unless the Executive Committee, at a meeting held not earlier than 14 and not
later than 28 days after the service on a Member or individual of a notice under sub-clause (3)
confirms the resolution in accordance with this clause; and
(b) where the Member or individual exercises a right of appeal to the Association under this clause
does not take effect unless the Association confirms the resolution in accordance with this clause.
3) Where the Executive Committee passes a resolution under sub-clause (1), the Executive Officer shall, as
soon as practicable, cause to be served on the Member or individual a notice in writing:
(a) setting out the resolution of the Executive Committee and the grounds on which it was based;
(b) stating that the Member or individual may address the Committee at a meeting to be held not
earlier than 14 and not later than 28 days after service of the notice;
(c) stating the date, time and place of that meeting;
(d) informing the Member or individual that he may do one or more of the following:
(i) attend that meeting;
(ii) give to the Executive Committee before the date of that meeting a written statement seeking
the revocation of the resolution;
(iii) not later than 24 hours before the date of the meeting, lodge with the Executive Officer a
notice to the effect that he wishes to appeal to the Association in General Meeting against the
resolution.
(4) At a meeting of the Executive Committee held in accordance with sub-clause (2), the Executive
Committee:
(a) shall give to the Member or individual an opportunity to be heard;
(b) shall give due consideration to any written statement submitted by the member; and
(c) shall by resolution determine whether to confirm or revoke the resolution.
(5) Where the Executive Officer receives a notice under sub-clause (3), he shall notify the Executive
Committee and the Executive Committee shall convene a General Meeting of the Association to be held
within three months after the date on which the Executive Officer received the notice.
(6) At a General Meeting of the Association convened under sub-clause (5):
(a) no business other than the question of the appeal shall be transacted;
(b) the Executive Committee may place before the meeting details of the grounds for the resolution
and the reasons for the passing of the resolution;
(c) the Member or individual shall be given an opportunity to be heard; and
(d) the Members present shall vote by secret ballot on the question whether the resolution should be
confirmed or revoked.
(7) If at the General Meeting:
(a) two-thirds of the Members present vote in favour of the confirmation of the resolution, the
resolution is confirmed; and
(b) in any other case, the resolution is revoked.
DISPUTES AND MEDIATION
8.
(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 of 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
(c) ensure that natural justice is accorded to the parties to the dispute throughout the mediation
process.
(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 or otherwise at law.
(11) Meetings held under this procedure may be conducted as teleconferences.
(12) When a dispute is officially notified, the parties must acknowledge that they are responsible for any
expenses involved in the dispute. Such expenses include traveling, accommodation or communication.
ANNUAL GENERAL MEETING
9
(1) The Association shall in each calendar year convene an Annual General Meeting of its Members.
(2) The Annual General Meeting shall be held on such a day as the Executive Committee determines.
(3) The Annual General Meeting shall be specified as such in the notice convening it.
(4) The ordinary business of the Annual General Meeting shall include:
(a) to confirm the minutes of the last preceding Annual General Meeting and of any General Meeting
held since that meeting;
(b) to receive from the Executive Committee reports upon the transactions of the Association during
the preceding financial year;
(c) to elect officers of the Association;
(d) to receive and consider the statement submitted by the Association in accordance with Section 30
(3) of the Act;
(e) to adopt a budget for the next financial year;
(f) to set entrance and annual membership fees;
(g) to appoint an auditor for the Association.
(5) The Annual General Meeting may transact special business of which notice is given in accordance with
these Rules.
(6) The Annual General Meeting shall be in addition to any other General Meetings that may be held in the
same year.
SPECIAL GENERAL MEETING
10 All General Meetings other than the Annual General Meeting shall be called Special General Meetings.
11.
(1) The Executive Committee may, whenever it thinks fit, convene a Special General Meeting of the
Association and, where, but for this sub-clause, more than 15 months would elapse between Annual General
Meetings, shall convene a Special General Meeting before the expiration of that period.
(2) The Executive Committee shall, on the requisition in writing of Members representing not less than 25
percent of the total number of Members, convene a Special General Meeting of the Association.
(3) The requisition for a Special General Meeting shall state the objects of the meeting and shall be signed
by the Members making the requisition and be sent to the address of the Secretary and may consist of
several documents in a like form, each signed by one or more Members making the requisition.
(4) If the Executive Committee does not cause a Special General Meeting to be held within three months
after the date on which the requisition is sent to the address of the Secretary, the Members making the
requisition, or any of them, may convene a Special General Meeting to be held no later than six months after
that date.
(5) A Special General Meeting convened by Members in pursuance of these Rules shall be convened in the
same manner as nearly as possible as that in which those meetings are convened by the Executive
Committee and all reasonable expenses incurred in convening the meeting shall be refunded by the
Association to the persons incurring the expenses.
NOTICE OF MEETING
12
(1) The Executive Officer, shall, at least 30 days before the date fixed for holding a General Meeting of the
Association, cause to be sent to each Member of the Association at their address appearing in the Register of
Members, a notice by pre-paid post stating the place, date and time of the meeting and the nature of the
business to be transacted at the meeting.
(2) No business other than that set out in the notice convening the meeting shall be transacted at the
meeting.
(3) A Member, Associate or individual in any other membership category desiring to bring any business
before a meeting may give notice of that business in writing to the Executive Officer, who shall include that
business in the notice calling the next General Meeting after the receipt of the notice.
PROCEEDINGS AT MEETINGS
13
(1) No item of business shall be transacted at a General Meeting unless a quorum of Members entitled under
these Rules to vote is present during the time when the meeting is considering that item.
(2) One-eighth of the number of total Members or no fewer than 10 Members (being Members entitled
under these Rules to vote at a General Meeting), which ever number is the greater, personally present,
constitute a quorum for the transaction of the business of a General Meeting.
(3) If within half an hour after the appointed time for the commencement of a General Meeting a quorum is
not present, the meeting if convened upon the requisition of Members shall be dissolved and in any other
case shall stand adjourned to another date no more than 30 days later, the exact date, time and place to be
specified by the Chairman at the time of the adjournment or by written notice to members given before the
day to which the meeting is adjourned, and 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 present (being not less
than 6) shall be a quorum.
14
(1) The President or, in his absence, the Australian Vice-President or, in his absence, the New Zealand Vice-
President, shall preside as Chairman at each General Meeting of the Association.
(2) If the President, the Australian Vice-President and the New Zealand Vice-President are absent from a
General Meeting, the Members present shall elect one of their number to preside as Chairman at the
meeting.
15
(1) The Chairman of a General Meeting at which a quorum is present may, with the consent of the meeting,
adjourn the meeting from time to time and place to place, but no business shall be transacted at an adjourned
meeting other than the business left unfinished at the meeting at which the adjournment took place.
(2) Where a meeting is adjourned for two months or more, a like notice of the adjourned meeting shall be
given as in the case of the General Meeting.
(3) Except as provided in sub-clauses (1) and (2), it is not necessary to give notice of an adjournment or of
the business to be transacted at an adjourned meeting.
16
A question arising at a General Meeting of the Association shall be determined on a show of hands and
unless before or on the declaration of the show of hands a poll is demanded, a declaration by the Chairman
that a resolution has, on a show of hands, been carried or carried unanimously or carried by a particular
majority or lost, and an entry to that effect in the Minute Book of the Association is evidence of the fact,
without proof of the number or proportion of the votes recorded in favour of, or against, the resolution.
17
(1) Upon any question arising at a General Meeting of the Association, a Member or an officer of the
Association has one vote only.
(2) All votes shall be given personally, with no provision for proxies.
(3) In the case of an equality of voting on a question, the Chairman of the meeting is entitled to exercise a
second or casting vote.
18
(1) If at a meeting a poll on any question is demanded by not fewer than 3 members, it shall be taken at that
meeting in such manner as the Chairman may direct and the resolution of the poll shall be deemed to be a
resolution of the meeting on that question.
(2) A poll that is demanded on the election of a Chairman or on a question of an adjournment shall be taken
forthwith and a poll that is demanded on any other question shall be taken at such time before the close of
the meeting as the Chairman may direct.
19
With the exception of the provision under 19(2), only persons designated by the Member as the
Representative of a Member periodical or communication agency shall be entitled to vote, provided that the
Member has paid all membership fees payable in respect of the current financial year.
20
(1) With the exception as provided in sub-clause (2), Associates and other individuals who hold membership
other than as a Representative of a Member periodical or communication agency have the right to speak but
not to vote at General Meetings of the Association.
(2) Associates or individuals who hold membership other than as a Representative of a Member periodical
or communication agency and who are elected to an office of the Association or as Executive Officer of the
Association shall have the right to vote.
OFFICERS AND EXECUTIVE COMMITTEE
21
(1) The affairs of the Association shall be managed by an Executive Committee constituted as provided in
Rule 21(6).
(2) The Executive Committee:
(a) shall control and manage the business and affairs of the Association;
(b) may, subject to these Rules, the Regulations and the Act, exercise all such powers and functions as
may be exercised by the Association other than those powers and functions that are required by these
Rules to be exercised by General Meetings of the Members of the Association; and
(c) subject to these Rules, the Regulations and the Act, has power to perform all such acts and things
as appear to the Executive Committee to be essential for the proper management of the business and
affairs of the Association.
22
(1)
(a) The officers of the Association shall be:
(i) a President;
(ii) a Secretary;
(iii) a Treasurer;
(iv) a Bulletin Editor;
(v) Chapter Co-ordinators. The New Zealand Vice President of the Association and one of the
Chapter Co-Ordinators shall be elected the Australian Vice-President of the Association.
(b) One of the persons elected to the office of Chapter Coordinator shall also be elected to the office
of Australian Vice-President of the Association and the New Zealand Chapter Co-Ordinator shall be
appointed New Zealand Vice President.
(2) In addition to those duties and responsibilities provided for under these Rules, the duties and
responsibilities of each of these offices shall be as outlined in the By-Laws.
(3) The provisions of Rule 22 so far as they are applicable and with the necessary modifications apply to,
and in relation to the election of, persons to any of the offices mentioned in sub-clause (1).
(4) Each officer of the Association shall hold office until the close of the Annual General Meeting next after
the date of his election but is eligible for re-election.
(5) In the event of a casual vacancy in any office referred to in sub-clause (1) the Executive Committee may
appoint any one of the persons holding membership status within the Association to the vacant office, and
the member so appointed may continue in office up to and including the conclusion of the Annual General
Meeting next following the date of his appointment.
(6) Subject to Section 23 of the Act, the Executive Committee shall consist of the President, the Secretary,
the Treasurer, the Bulletin Editor, the Australian Vice-President ,the New Zealand Vice President and the
Executive Officer (if appointed)
ELECTION OF OFFICERS AND VACANCY.
23
(1) The following positions shall be filled by election at each Annual General Meeting in accordance with
this Rule:
(a) a President;
(b) a Secretary;
(c) a Treasurer;
(d) a Bulletin Editor;
(e) a Coordinator for each of the Chapters of the Association.
(2) The New Zealand Chapter Co-Ordinator shall be a Vice President of the Association. The position of
Australian Vice President shall be filled by election at each Annual General Meeting in accordance with this
rule from among those persons elected to the office of Chapter Co-Ordinators from one of the Australian
Chapters.
(3) Any Representative of a Member periodical or communication agency, Associate, or person accepted
into any other category of membership shall be eligible to stand for any office in the Association.
(4) Nominations of candidates for election to the offices listed in sub-clause (1):
(a) shall be made in writing, signed by two Members of the Association and accompanied by the
written consent of the candidate (which may be endorsed on the form of nomination); and
(b) shall be delivered to the Secretary of the Association no less than one hour prior to date and time
fixed for the commencement of the Annual General Meeting.
(5) If no nomination is received for any one of the vacancies further nominations may be received during the
Annual General Meeting provided the nominee indicates his consent to be so nominated.
(6) If only one nomination is received for any one office, the person nominated shall be deemed to be
elected.
(7) If more than one nomination is received for any one office a ballot shall be conducted at the Annual
General Meeting in such usual and proper manner as the Chairman may direct.
24
For the purpose of these Rules, the office of an officer of the Association becomes vacant if the officer or
Member:
(a) ceases to hold membership in the Association;
(b) becomes an insolvent under administration within the meaning of the Corporations Law; or
(c) resigns his office by notice in writing given to the Secretary.
CHAPTERS OF THE ASSOCIATION
25
(1) The Association shall establish Chapters in each of the Australian States and Territories where there are
at least two Members, with one Chapter for New Zealand.
(2) Chapters will serve the needs of the Association as outlined in the By-Laws.
PROCEEDINGS OF EXECUTIVE COMMITTEE
26
(1) The Executive Committee shall meet at least two times in each year at such place and such times as the
Executive Committee may determine.
(2) Special meetings of the Executive Committee may be convened by the President or by any three of the
members of the Executive Committee.
(3) The Secretary, or in his absence the President, shall notify members of the Executive Committee of the
date, time and place of meetings of the Executive Committee not fewer than seven days prior to the meeting
unless all members of the Executive Committee have been contacted and all have agreed to the convening of
a meeting at an agreed date, time and place within seven days.
(4) Any four members of the Executive Committee constitute a quorum for the transaction of the business of
a meeting of the Executive Committee.
(5) No business shall be transacted unless a quorum is present and if within one hour of the time appointed
for the meeting a quorum is not present the meeting shall stand adjourned to the same place and at the same
hour of the same day in the following week unless the meeting was a special meeting in which case it lapses.
(6) At meetings of the Executive Committee The President, or in his absence the Australian Vice-President,
or in his absence the New Zealand Vice-President, shall preside as Chairman.
(7) Questions arising at a meeting of the Executive Committee or of any sub-committee appointed by the
Executive Committee in accordance with Rule 26 shall be determined on a show of hands or, if demanded
by a member, by a poll taken in such manner as the Chairman may determine.
(8) Each member of the Executive Committee present at a meeting of the Executive Committee (or at a
meeting of any sub-committee appointed by the Executive Committee in accordance with Rule 26) is
entitled to one vote and, in the event of an equality of votes on any question, the Chairman may exercise a
second or casting vote.
(9) Subject to sub-clause (4), the Executive Committee may act notwithstanding any vacancy on the
Executive Committee.
(10)
(a) For the purposes of this Rule, the contemporaneous linking together by telephone or other form of
audio, video or digital communication ("telephone") of a number of Executive Committee members
not less than the quorum specified in sub-clause (4) shall constitute an Executive Committee meeting
and all the provisions in these Rules as to Executive Committee meetings shall apply to such meetings
by telephone subject to the following conditions:
(i) All the Executive Committee members for the time being entitled to receive notice of an
Executive Committee meeting shall be entitled to notice of a meeting by telephone and to be
linked by telephone for the purposes of such a meeting. Notice of such a meeting may be given
by telephone.
(ii) Each of the Executive Committee members taking part in the meeting must be able to hear
or communicate with each of the other Executive Committee members taking part at the
commencement of the meeting.
(iii) At the commencement of the Executive Committee meeting, each Executive Committee
member must acknowledge his presence for the purpose of the meeting to all other Executive
Committee members taking part.
(b) For the purposes of sub-clause (lOa), an Executive Committee member may not leave the
Executive Committee meeting by disconnecting his telephone unless he previously has obtained the
express consent of the Chairman of the meeting, and an Executive Committee member shall be
conclusively presumed to have been present and to have formed part of the quorum at all times during
Executive Committee meetings by telephone unless he previously has obtained the express consent of
the Chairman to leave the meeting as aforesaid.
(c) A minute of the proceedings at meetings convened by telephone shall be sufficient evidence of
such proceedings and of the observance of all necessary formalities if certified to be a correct minute
by the Chairman.
27
(1) The Executive Committee may delegate any of its powers to a Sub-Committee as it thinks fit, and may
determine the membership of the Sub-Committee. The Sub-Committee shall in the exercise of the powers so
delegated conform to these Rules, the By-Laws of the Association and to any regulations that are imposed
on it by the Executive Committee.
(2) A Sub-Committee may elect a Chairman of its meetings, but if no chairman is elected or if at my meeting
the Chairman is not present within half an hour after the time appointed for holding the meeting, members
of the Sub-Committee present may choose one of their number to be the Chairman of the meeting.
(3) A Sub-Committee may meet and adjourn as it thinks proper.
(4) Subject to this clause, the provisions of clause 25 shall apply to Sub-Committee meetings.
SECRETARY
28
The Secretary of the Association shall keep minutes of the resolutions and proceedings of each General
Meeting and each Executive Committee meeting in books provided for that purpose together with a record
of the names of persons present at such meetings.
TREASURER
29
(1) The Treasurer of the Association:
(a) shall receive all moneys due to the Association and make all payments authorised by the
Association; and
(b) shall keep correct accounts and books showing the financial affairs of the Association with full
details of all receipts and expenditures connected with the activities of the Association.
(c) shall arrange for the audit of all books and accounts at the end of each financial year of the
Association by that person or firm appointed as auditor in accordance with Rule 8 (4) (g) and present
such audited statements to the Annual General Meeting next held following the close of the financial
year of the Association.
(2) The accounts and books referred to in sub-clause (1) shall be available for inspection by Members.
REMOVAL OF AN OFFICER
30
(1) The Executive Committee may by resolution remove any officer of the Association before the expiration
of his term of office and appoint in his stead another person holding membership in the Association to hold
office until the conclusion of the next Annual General Meeting.
(2) Where the officer to whom a proposed resolution referred to in sub-clause (1) makes representations in
writing to the Secretary or President of the Association (not exceeding a reasonable length) and requests that
they be notified to all office holders in the Association, the Secretary or the President may send a copy of
the representations to each officer of the Association or, if they are not so sent, the officer may require that
they be read out at the meeting.
CHEQUES.31 All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments
shall be signed by two members of the Executive Committee.
SEAL
32
(1) The Common Seal of the Association shall be kept in the custody of the Executive Officer.
(2) The Common Seal shall not be affixed to any instrument except by the authority of the Executive
Committee and the affixing of the Common Seal shall be attested by the signatures either of two members of
the Executive Committee or of one member of the Executive Committee and of the Public Officer of the
Association.
ALTERATION OF RULES AND STATEMENT OF PURPOSES
33
These Rules and the Statement of Purpose of the Association shall not be altered except in accordance with
the Act.
NOTICES
34
(1) A notice may be served by or on behalf of the Association upon any Member or person holding
membership in the Association either personally or by sending it by post to the member at his address shown
in the Register of Members.
(2) Where a document is properly addressed pre-paid and posted to a person as a letter, the document shall,
unless the contrary is proved, be deemed to have been given to the person at the time in which the letter
would have been delivered in the ordinary course of post.
(3) A notice may be sent by electronic means to the address held in the Register of Members.
CUSTODY OF RECORDS
35 Except as otherwise provided in these Rules, the Executive Officer shall keep in their custody or under
their control all books, documents and securities of the Association.
FUNDS
36 The funds of the Association shall be derived from annual subscriptions, donations, sale of resources,
and such other sources as the Executive Committee determines.
INCOME AND PROPERTY
37
(1) The income and property of the Association whencesoever derived shall be applied solely towards the
promotion of the purposes of the Association as set forth in the Statement of Purposes of the Association
and no portion thereof shall be paid or transferred directly or indirectly by way of dividend, bonus or
otherwise to the Members of the Association.
(2) Notwithstanding sub-clause (1), nothing herein shall prevent:
(a) the payment in good faith of remuneration to any officers, persons holding membership in the
Association, or employees or agents of the Association in return for services actually rendered to the
Association or for goods supplied in the ordinary and usual way of business nor prevent the payment
of interest on money borrowed from any member officer, person holding membership in the
Association, or employee or agent of the Association, or reasonable and proper rent for premises
demised or let by any officer, person holding membership in the Association, or employee or agent of
the Association;
(b) any officer, person holding membership in the Association, or employee or agent of the
Association being appointed to any salaried office of the Association or any office of the Association
paid by fees.
EXECUTIVE OFFICER
38
(1) The Association may, by resolution of a General Meeting, determine to appoint an Executive Officer to
fulfil administrative and other tasks on behalf of the Association.
(2) The terms and conditions of such appointment shall be determined by the Members of the Association in
General Meeting. If the position of Executive Officer becomes vacant, and a General Meeting is not
scheduled to be held within a two month period, the Executive may determine the terms and conditions of
the appointment.
(3) The Executive Committee shall make such appointment according to whatever processes it thinks fit,
and determine the specific duties and responsibilities of the position.
BY-LAWS
39
(1) Any General Meeting of the Association may, from time to time, make By-Laws consistent with these
Rules for the efficient working of the Association and may alter, amend or rescind those By-Laws as it
thinks fit.
(2) All By-Laws shall be recorded by the Association in a book to be kept for this purpose and shall be
available for inspection by all persons holding membership in the Association.
AUDIT
40
(1) An auditor shall be appointed at each Annual General Meeting and nominations for the position of
auditor shall be taken at or before each Annual General Meeting.
(2) An auditor shall not be an officer of the Association.
(3) An auditor may be removed by resolution of a General Meeting.
(4) Where an auditor resigns or is removed in accordance with sub-clause (3), the committee may appoint
another person not being an officer of the Association, to be the auditor.
(5) The auditor shall remain as auditor until the holding of the succeeding Annual General Meeting.
(6) The auditor shall have the power at all times to examine the books and documents of the Association and
shall, after the close of the financial year in each year and prior to the Annual General Meeting each year,
audit the balance sheet and statement of receipts and expenditure setting forth the financial business of the
Association since the end of the preceding year. Any report of the auditor shall be submitted to the Annual
General Meeting.
TRADING
41 The Association is authorised to trade in accordance with Section 51 of the Act.
WINDING UP OR CANCELLATION
42 If upon the winding up or dissolution of the Association there remains after satisfaction of all its debts
and liabilities any property whatsoever, the same shall not be paid to or distributed among the membership
of the Association but shall be given or transferred to some other institution or institutions having objects
similar to the Statement of Purposes of the Association and whose Constitution shall prohibit the
distribution of its or their income and property among its or their members to an extent at least as great as
imposed on the Association by virtue of this Rule, such institution or institutions to be determined by the
Members of the Association at or before the time of dissolution and in default thereof by application to the
Supreme Court for determination.
43 The provisions for trading and winding up should not be altered without the consent of the Minister.
‘Financial Year’ means the year ending June 30.
CONCLUSION OF RULES
BY- LAWS
In any event that Rules hereunder are in conflict with provisions of the Constitution then the Constitutional
provisions shall prevail.
1. MEMBERSHIP:
1.1 Membership of the Association shall be open to publications and agencies in the following categories:
(a) "A" Members are those publications which serve a national, state or metropolitan diocesan market; or
which have a circulation per issue of 4000 or more; or Christian agencies who serve the religious press but
do not produce a publication.
(b) "B" Members are those publications which do not serve a national, state or metropolitan diocesan market
and which have a circulation per issue of less than 4000.
(c) "C" members are Associate Members as defined in 3.5 of the Rules.
(d) "D" members are electronic publications that i) are published regularly, ii) have a subscriber base (paid
or unpaid) and, iii) contain news and information relating to a Christian church, agency or parachurch
organisation. The electronic version of an existing print publication is ineligible for this category of
membership.
1.2 Publications shall be admitted only into Membership, and not into Associate Membership in the name of
an individual. Associate Membership shall not be offered to persons who edit or have responsibility for a
publication which is eligible for Membership in the Association.
1.3 The Association also shall offer a category of Staff Membership to those persons working for Members
and nominated by that Member for Staff Membership.
1.4 The Association may offer Life Memberships to individuals who have provided outstanding service to
the Association. Life Membership shall carry privileges determined from time to time by the Executive
Committee but shall not be accorded voting rights. Decision to award a Life Membership shall be made by a
meeting of the Association.
2. RESPONSIBILITIES OF OFFICE BEARERS:
The responsibilities and duties of the office bearers of the Association —in addition to those specific tasks
designated in the Rules—shall include, but not be limited by, the following:
2.1 The President:
(a) To preside over the Annual General Meeting and Special Meetings of the Association;
(b) To convene and preside over meetings of the Executive Committee;
(c) To represent publicly (eg, in the media) the views or interests of the Association.
2.2 The Australian and New Zealand Vice-Presidents:
(a) To assist the President in the discharge of his or her duties.
2.3 The Treasurer:
(a) To maintain accurate and up-to-date records of the Association's finances, and ensure the
Association's financial interests are adequately served;
(b) To operate the Association's bank account/s;
(c) To arrange for the auditing of the Association's books each year;
(d) To present a complete financial report to each Annual General Meeting, including audited
financial statements and a proposed budget for the financial year.
2.4 The Secretary:
(a) To maintain the membership records of the Association and publish annually a list or directory for
the information of members;
(b) To compile, and ensure the distribution of, agendas for meetings of the Association and the
Executive Committee;
(c) To take minutes of Association and Executive Committee meetings, keep an up-to-date minute
book and ensure the distribution of minutes;
(d) To serve as a primary channel of written communication to and from the Association;
(e) To maintain the archives of the Association;
(f) To serve as the Public Officer of the Association.
2.5 The Bulletin Editor:
(a) To oversee the production and distribution of the ARPA Bulletin for members (at least four issues
per year to be produced).
2.6 The Chapter Coordinators:
(a) To represent the care and interest of the Association to its members within their chapter;
(b) To facilitate opportunities for fellowship and the meeting of mutual interests or needs among
chapter members, including the holding of at least one chapter meeting per year where possible;
(c) To be a reference point for potential new members, and follow up individuals or publications who
may be interested in joining the Association.
(d) To facilitate the provision of material for the ARPA Bulletin.
2.7 The Association may appoint an Executive Officer whose duties may include some of those as described
in 2.1 to 2.5, in accordance with Rule .38
3. CHAPTERS
3.1 The aims and objectives of Chapters of the Association shall include:
(a) To provide opportunity for fellowship among members of the Association and other interested
persons;
(b) To assist members in areas of mutual concern or professional interest;
(c) To seek to bring other prospective Members into the Association;
(d) To be a local forum for the consideration of issues affecting the Association as a whole or on
which the Association is seeking feedback.
4. FINANCES AND INVESTMENTS
4.1 The Association shall operate accounts with financial institutions as determined by the Executive.
4.2 Cheque accounts and investments shall be operated with no more than four signatories of the Executive.
All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by
two signatories, one of whom must be the treasurer or the executive officer.
5. ANNUAL CONVENTION:
5.1 The Association may conduct an annual convention, during which the Annual General Meeting may be
held. The date and host Chapter should be determined by the previous year's Annual General Meeting,
although the meeting can delegate this task to the Executive Committee.
5.2 The host Chapter shall appoint a Convention Committee. The responsibilities of this Committee shall
include:
(a) Arranging venue, program (including opening and closing worship), speakers, Saturday night
dinner (venue and speaker), Sunday recreation, transport to and from airport;
(b) Drafting a budget, and opening and operating a bank account exclusively for the purposes of
mounting the convention;
(c) Promoting the convention to all those involved in the Association, including production of a
registration brochure;
(d) Assisting the Executive Committee with regard to the conduct of the judging of the annual
Awards;
(e) Liaising with the Executive Committee, through the President and/or Executive Officer, about the
above and any other aspects of the convention.
6. ANNUAL AWARDS:
6.1 Each year the Association shall make Awards to those Members who are judged to have excelled in
certain categories of achievement in the previous calendar year.
6.2 The presentation of ARPA Awards for Excellence shall be included in the annual convention at the
Saturday night dinner.
6.3 The Schedule of Awards and judging criteria for the Awards shall be determined by the Executive
Committee from time to time.
6.4 The Executive Committee shall exercise responsibility for the conduct of the annual Awards, including:
(a) Setting conditions of entry;
(b) Publishing an entry form, which shall include a full schedule of entries and judging criteria,
conditions of entry, and closing date for entries.
(c) In consultation with the Convention Committee, appointing and liaising with judges, and
establishing the judging process;
6.5 In addition to the above, the Association accords to the President the right of presenting the Gutenberg
Award to a person or publication within the Association at his or her discretion for overall excellence in
religious communication.
6.6 The form of the Awards presented each year shall be at the discretion of the Executive Committee.
6.7 The Association may award citations to persons not necessarily members of ARPA in recognition of
their outstanding contribution to the Association or in the area of religion and the media. These shall be
recommended to the annual general meeting by the Executive Committee for approval.
6.8 The Association through its Executive Committee may award Life Membership to persons who are or
who have been members of the Association and who are deemed to have made an outstanding contribution
to the Association and the religious press in general. Such persons are able to participate in Association
activities but do not pay annual fees and are not eligible to stand for office.
6.9 The nominated representative of a member publication, staff member of a member publication,
Associate member and Life member is authorised to use M.ARPA after their name wherever applicable.
Other than Life members, this authorisation is only permitted when the publication or member has paid the
annual subscription.
6.10 The decision of the Executive concerning any issue arising about the use of M,ARPA will be final.
7. STANDING ORDERS OF DEBATE
7.1 The Association may, in General Meeting, adopt a set of Standing Orders by which it agrees to govern
the procedures of its meetings.
CONCLUSION OF BY-LAWS
|
|
