ORMSGARD DARK AGE GROUP AUSTRALIA inc.
MODEL RULES
1. The Word “Association” shall be used in place of Ormsgard Dark Age Group Australia inc. and the word committee shall be used in place of Council within these rules.
NAME
2. The name of the incorporated association is
Ormsgard Dark Age Group Australia inc.
OBJECTS
3. The objects of the association are –
3.1 To perform and promote Dark Age Living History between the years of 400AD – 1000AD in an educational and fun atmosphere.
3.2 To provide a Dark Age environment for members and the public to enjoy.
3.3 To provide information about the Dark Ages, the different tribes and their history
3.4 To cooperate with Schools, Educational Institutions, and Living History Associations to further the association with further study of the Dark Ages
3.5 To Support community events, festivals and fayres for the promotion of Living History Experiences
4. POWERS
4.1 The association has the powers of an individual.
4.2 enter into contracts; and
4.3 acquire, hold, deal with and dispose of property; and
4.4 make charges for services and facilities it supplies; and
do other things necessary or convenient to be done in carrying out its affairs.
4.5 The association may take over the funds and other assets and liabilities of the present unincorporated association known as Ormsgard Dark Age Group.
4.6 The association may also issue secured and unsecured notes, debentures and debenture stock for the association.
5. CLASSES OF MEMBERS
5.1 The membership of the association shall consist of ordinary members, who have an interest in Dark Age Living History and any of the following classes of members;
5.2 Ordinary members
5.3 Life members; Life members will include elders over 55 year of age who have shown commitment and knowledge in Dark Age History. Life members will also include members after 10 years membership who has also shown commitment and Knowledge of Dark Age History. Management Committee to make decisions on members after 5 years membership.
5.4 Honorary members will include people who have made major contributions to Dark Age Discipline and knowledge but normally resident outside of Australia.
5.5 The number of ordinary members is unlimited
5.6 The number of Life and Honorary members are unlimited
6. MEMBERSHIP
(1) A person who, on the day the association is incorporated, was a member of the unincorporated association and who, on or before a day fixed by the management committee, agrees in writing to become a member of the incorporated association, must be admitted by the management committee to the same class of membership of the association as the member held in the unincorporated association.
(2) A member of the incorporated association who, before becoming a member, has paid the member's annual subscription for membership of the unincorporated association on or before a day fixed by the management committee, is not liable to pay a further amount of annual subscription for the period before the day fixed by the management committee as the day on which the next annual subscription is payable.
(3) An applicant for membership of the association, other than the members of the unincorporated association mentioned in subsection (1), must be proposed by 1 member of the association (the proposer) and seconded by another member (the seconder).
(4) An application for membership must be-
(a) in writing; and
(b) signed by the applicant and the applicant's proposer and seconder; and
(c) in the form decided by the management committee.
7. MEMBERSHIP FEES
(1) The membership fee for each class of membership-
(a) is the amount decided by the members from time to time at a general meeting; and
(b) is payable when, and in the way, the management committee decides.
8. ADMISSION AND REJECTION OF MEMBERS
(1) The management committee must consider an application for membership at the next meeting of the committee held after it receives-
(a) the application; and
(b) the appropriate membership fee for the application.
(2) The management committee must decide at the meeting whether to accept or reject the application.
(3) If a majority of the management committee members present at the meeting vote to accept the applicant as a member, the applicant must be accepted as a member to the class of membership applied for.
(4) The secretary of the association must, as soon as practicable after the management committee decides to accept or reject an application, give the applicant a written notice of the decision.
9. WHEN MEMBERSHIP ENDS
(1) A member may resign from the association by giving a written notice of resignation to the secretary.
(2) The resignation takes effect on-
(a) the day and at the time the notice is received by the secretary; or
(b) if a later day is stated in the notice - the later day.
(3) The management committee may terminate a member’s membership if the member -
(a) is convicted of an indictable offence; or
(b) does not comply with any of the provisions of these rules; or
(c) has membership fees in arrears for at least 2 months; or
(d) conducts himself or herself in a way considered to be injurious or prejudicial to the character or interests of the association.
(4) Before the management committee terminates a member’s membership, the committee must give the member a full and fair opportunity to show why the membership should not be terminated.
(5) If, after considering all representations made by the member, the management committee decides to terminate the membership, the secretary of the committee must give the member a written notice of the decision.
10. APPEAL AGAINST REJECTION OR TERMINATION OF MEMBERSHIP
(1) A person whose application for membership has been rejected, or whose membership has been terminated, may give the secretary written notice of the person's intention to appeal against the decision.
(2) A notice of intention to appeal must be given to the secretary within 1 month after the person receives written notice of the decision.
(3) If the secretary receives a notice of intention to appeal, the secretary must, within 3 months after the day of receipt, call a general meeting to decide the appeal.
(4) At the meeting, the applicant must be given a full and fair opportunity to show why the application should not be rejected or the membership should not be terminated.
(5) Also, the management committee and the committee members who rejected the application or terminated the membership must be given an opportunity to show why the application should be rejected or the membership should be terminated.
(6) An appeal must be decided by a vote of the members present at the meeting.
(7) If a person whose application has been rejected does not appeal against the decision within 1 month after receiving written notice of the decision, or the person appeals but the appeal is unsuccessful, the secretary must, as soon as practicable, refund the application fee paid by the person.
11. REGISTER OF MEMBERS
(1) The management committee must keep a register of members.
(2) The register of members must include the following particulars for each member-
(a) the full name, residential address and contact details of the member;
(b) the date of admission as a member;
(c) the date of payment of membership Fees
(d) the date of resignation or death of the member;
(e) details about the termination or reinstatement of membership;
(f) any other particulars the management committee or the members at a general meeting decide.
(3) The register must be open for inspection at all reasonable times.
(4) However, before the member may inspect the register, the member must apply to the secretary to inspect it.
12. SECRETARY
(1) If the association has not elected an interim officer as secretary for the association before its incorporation, the members of the management committee must ensure a secretary is appointed or elected for the association within 1 month after incorporation.
(2) If a vacancy happens in the office of secretary, the members of the management committee must ensure a secretary is appointed or elected for the association within 1 month after the vacancy happens.
(3) The secretary must be an individual residing in Queensland, or in another State but not more than 65 km from the Queensland border, who is -
(a) a member of the association elected by the association as secretary; or
(b) any of the following persons appointed by the management committee-
(i) a member of the association's management committee;
(ii) a member of the association;
(iii) another person upon Management committee Approval
(4) The management committee may appoint and remove the association’s secretary at any time.
(5) The name of the Secretary in Ormsgard Dark Age Group shall be know as “The Scribe” in keeping with Dark Age Living History
13. MEMBERSHIP OF MANAGEMENT COMMITTEE
(1) The management committee of the association consists of a president, vice-president, treasurer, and any other members the association members elect or appoint at a general meeting.
(2) A member of the management committee, other than the secretary, must be a member of the association.
(3) At each annual general meeting of the association, the members of the management committee must retire from office, but are eligible, on nomination, for re-election.
(4) A member of the management committee may only nominate or accept the same management position after 3 consecutive years in same position.
14. ELECTING THE MANAGEMENT COMMITTEE
(1) A member of the management committee may only be elected as follows-
(a) any 2 members of the association may nominate another member (the candidate) to serve as a member of the management committee;
(b) the nomination must be-
(i) in writing; and
(ii) signed by the candidate and the members who nominated him or her; and
(iii) given to the secretary at least 14 days before the annual general meeting at which the election is to be held;
(c) each member present at the annual general meeting may vote for any number of candidates not more than the number of vacancies;
(d) if, at the start of the meeting, there are not enough candidates nominated, nominations may be taken from the floor of the meeting.
(2) A list of the candidates' names in alphabetical order, with the names of the members who nominated each candidate, must be posted in a conspicuous place in the office or usual place of meeting of the association for at least 7 days immediately preceding the annual general meeting.
(3) If required by the management committee, balloting lists must be prepared containing the names of the candidates in alphabetical order.
15. RESIGNATION OR REMOVAL FROM OFFICE OF MANAGEMENT COMMITTEE MEMBER
(1) A management committee member may resign from the committee by giving written notice of resignation to the secretary.
(2) The resignation takes effect on-
(a) the day and at the time the notice is received by the secretary; or
(b) if a later day is stated in the notice - the later day.
(3) A member may be removed from office at a general meeting of the association if a majority of the members present at the meeting vote in favour of removing the member.
(4) Before a vote of members is taken about removing the member from office, the member must be given a full and fair opportunity to show cause why he or she should not be removed from office.
(5) A member has no right of appeal against the member's removal from office under this section.
16. VACANCIES ON MANAGEMENT COMMITTEE
(1) If a casual vacancy happens on the management committee, the continuing members of the committee may appoint another member of the association to fill the vacancy until the next annual general meeting.
(2) The continuing members of the management committee may act despite a casual vacancy on the management committee.
(3) However, if the number of committee members is less than the number fixed under these rules as a quorum of the management committee,[8] the continuing members may act only to-
(a) increase the number of management committee members to the number required for a quorum; or
(b) call a general meeting of the association.
FUNCTIONS OF MANAGEMENT COMMITTEE
17. (1) Subject to these rules or a resolution of the association members carried at a general meeting, the management committee -
(a) has the general control and management of the administration of the affairs, property and funds of the association; and
(b) has authority to interpret the meaning of these rules and any matter relating to the association on which the rules are silent.
(2) The management committee may exercise the powers of the association -
(a) to borrow, raise or secure the payment of amounts in a way the association members decide; and
(b) to secure the amounts mentioned in paragraph (a) or the payment or performance of any debt, liability, contract, guarantee or other engagement incurred or to be entered into by the association in any way, including by the issue of debentures (perpetual or otherwise) charged upon the whole or part of the association's property, both present and future; and
(c) to purchase, redeem or pay off any securities issued; and
(d) to borrow amounts from members and pay interest on the amounts borrowed; and
(e) to mortgage or charge the whole or part of its property; and
(f) to issue debentures and other securities, whether outright or as security for any debt, liability or obligation of the association; and
(g) to provide and pay off any securities issued; and
(h) to invest in a way the members of the association may from time to time decide.
(3) For sub-section (2)(d), the rate of interest must not be more than the current rate being charged for overdrawn accounts on money lent (regardless of the term of the loan) by -
(a) the financial institution for the association; or
(b) if there is more than 1 financial institution for the association - the financial institution nominated by the association.
18. MEETINGS OF MANAGEMENT COMMITTEE
(1) Subject to subsections (2) to (16), the management committee may meet and conduct its proceedings as it considers appropriate.
(2) The management committee must meet at least once every 4 months to exercise its functions.
(3) The committee must decide how a meeting is to be called.
(4) Notice of a meeting is to be given in the way decided by the committee.
(5) If the secretary receives a written request signed by at least 33% of the management committee members, the secretary must call a special meeting of the committee.
(6) A request for a special meeting must state-
(a) why the special meeting is being called; and
(b) the business to be conducted at the meeting.
(7) At a management committee meeting, more than 50% of the members elected or appointed to the committee as at the close of the last general meeting of the members form a quorum.
(8) A question arising at a committee meeting is to be decided by a majority vote of committee members present at the meeting and, if the votes are equal, the question is decided in the negative.
(9) A management committee member must not vote on a question about a contract or proposed contract with the association if the member has an interest in the contract or proposed contract, and if the member does vote the member's vote must not be counted.
(10) The secretary must give each management committee member at least 14 days notice of a special meeting of the committee.
(11) A notice of a special meeting must state-
(a) the day, time and place of the meeting; and
(b) the business to be conducted at the meeting.
(12) The president or, if there is no president or if the president is not present within 10 minutes after the time fixed for a management committee meeting, the vice-president is to preside as chairperson at the meeting.
(13) If the president and the vice-president are absent from a management committee meeting, the members may choose 1 of their number to preside as chairperson at the meeting.
(14) If a quorum is not present within 30 minutes after the time fixed for a management committee meeting called on the request of committee members, the meeting lapses.
(15) If a quorum is not present within 30 minutes after the time fixed for a management committee meeting called other than on the request of committee members, the meeting is to be adjourned to-
(a) the same day, time and place in the next week; or
(b) a day, time and place decided by the committee.
(16) If, at the adjourned meeting mentioned in subsection (15), a quorum is not present within 30 minutes after the time fixed for the meeting, the meeting lapses.
19. DELEGATION OF MANAGEMENT COMMITTEE POWERS
(1) The management committee may delegate the whole or part of its powers to a subcommittee consisting of the association members considered appropriate by the committee.
(2) A subcommittee may only exercise delegated powers in the way the management committee decides.
(3) A subcommittee may elect a chairperson of its meetings.
(4) If a chairperson is not elected, or if the chairperson is not present within 10 minutes after the time fixed for a meeting, the members present may choose 1 of their number to be chairperson of the meeting.
(5) A subcommittee may meet and adjourn as it considers appropriate.
(6) A question arising at a subcommittee meeting is to be decided by a majority vote of the members present at the meeting and, if the votes are equal, the question is decided in the negative.
20. ACTS NOT AFFECTED BY DEFECTS OR DISQUALIFICATIONS
(1) An act performed by the management committee, a subcommittee or a person acting as a member of the management committee is taken to have been validly performed.
(2) Subsection (1) applies even if the act was performed when-
(a) there was a defect in the appointment of a member of the management committee, subcommittee or person acting as a member of the management committee; or
(b) a management committee member, subcommittee member or person acting as a member of the management committee was disqualified from being a member.
21. RESOLUTIONS OF MANAGEMENT COMMITTEE WITHOUT MEETING
(1) A written resolution signed by each member of the management committee for the time being entitled to receive notice of a committee meeting is as valid and effectual as if it had been passed at a committee meeting that was properly called and held.
(2) A resolution mentioned in subsection (1) may consist of several documents in like form, each signed by 1 or more members of the committee.
22. FIRST GENERAL MEETING
(1) The first general meeting must be held not less than 1 month, and not more than 3 months, after the day the association is incorporated.
(2) The management committee must decide where the meeting is to be held.
(3) The business to be conducted at the first general meeting must include the appointment of an auditor.
23. FIRST ANNUAL GENERAL MEETING
The first annual general meeting must be held within 18 months after the day the association is incorporated.
24. SUBSEQUENT ANNUAL GENERAL MEETINGS
Each subsequent annual general meeting must be held -
(a) at least once each year; and
(b) within 6 months after the end of the association's previous financial year.
25. BUSINESS TO BE CONDUCTED AT ANNUAL GENERAL MEETING
The following business must be conducted at each annual general meeting -
(a) receiving the statement of income and expenditure, assets, liabilities and mortgages, charges and securities affecting the property of the association for the last financial year;[9]
(b) receiving the auditor's report on the financial affairs of the association for the last financial year;
(c) presenting the audited statement to the meeting for adoption;
(d) electing members of the management committee;
(e) appointing an auditor.
26. SPECIAL GENERAL MEETING
(1) The secretary may only call a special general meeting by giving each member notice of the meeting within 14 days after-
(a) being directed to call the meeting by the management committee; or
(b) being given a written request signed by-
(i) at least 33% of the members of the association presently on the management committee; or
(ii) at least the number of ordinary members of the association equal to double the number of members of the association presently on the management committee plus 1; or
(c) being given a written notice of an intention to appeal against the decision of the management committee-
(i) to reject an application for membership; or
(ii) to terminate a person’s member | 
Constitution
