Constitution

1. General

1.1. The organisation shall be called the "WA State Schools Registrars' Association' herein after referred to as 'the Association'.

1.2. All Members of the Association shall be bound by this Constitution.

2. Interpretation

Unless otherwise stated in this Constitution words implying a female person shall be deemed to have an equal application to a male person. Unless the context or subject matter shall otherwise require, the following interpretations shall be standards throughout this Constitution.

2.1. "Association" means the West Australian State Schools Registrars' Association.

2.2. "Member' means any person qualified as such under the provisions of clause 6.

2.3. "By-Laws" means the by-laws established pursuant to this Constitution.

3. Aims

3.1. To enhance the professional expertise and status of Registrars and to improve the quality of administrative and financial management in WA State schools.

3.2. To create a fellowship of those engaged as Registrars which will foster advancement in administrative and financial management, thought and practice.

3.3. To set before itself and the community the ethics of high professional responsibility and to provide a catalyst for workplace flexibility and reform.

3.4. To organise and conduct regular meetings, conferences, forums and seminars for the advancement of Registrars and professional development of Registrars.

4. Powers

The Association shall have the power

4.1. To carry out any one or more of the foregoing Aims independently or exclusively of the remainder of such Aims.

4.2. To do all lawful things as are incidental or conducive to the attainment of the above Aims.

5. Financial Year

The financial year of the Association shall end on 31 December each year.

6. Membership

6.1. Ordinary Membership shall be open to

6.1.1. All substantive Government School Registrars and School
Officers;

6.1.2. Acting Registrars and School Officers appointed to positions for a period of six months or more

6.2. Associate Membership shall be open to

6.2.1. Any retired Registrars or School Officers who were Association
members while employed by DET .

6.2.2. Any members of other national and international registrar
associations.

6.2.3. Those people who have held substantive positions as Registrars
and School Officers in a WA Government school, but currently occupy other administrative roles or hold positions in district office, central office or are on secondment .

6.2.4. Any substantive Department of Education & Training employees.

6.3. Life Members

6.3.1. Persons who have rendered long and valuable service to the
Association and may be considered for election to Life Membership of the Association.

6.3.2. Nominations for Life Membership shall be submitted to the
Management Committee one month prior to the Annual General
Meeting.

6.3.3. A member may be elected as a Life Member only at an Annual
General Meeting by a majority of two-thirds of those personally
present and entitled to vote.

7. Admission of Members

7.1. Any person who is eligible to become a member of the Association shall become a member of the Association upon payment of the annual
subscription.

7.2. All persons admitted to Membership of the Association shall have their names entered in the register which shall be kept by the Treasurer.

8. Withdrawal of Membership

Any member may resign from the Association by giving the Secretary written notice of resignation.

9. Exclusion and Expulsion of Members

9.1. The Management Committee may suspend a member form Membership of the Association if in the opinion of the committee the member has

9.1.1. willfully infringed any of the provisions of the constitution or bylaws or

9.1.2. engaged in unbecoming or dishonorable conduct or

9.1.3. practiced conduct which is prejudicial to the good name of the
Association.

9.2. Within ninety (90) days of the issue of the suspension notice the question of further action against the member by way of exclusion or expulsion shall be decided at a special general meeting.

10. Subscription

10.1. All annual subscriptions shall be due on the last day of term one each year at a rate decided annually by the Annual General Meeting.

10.2. A member who is more than four months in arrears in subscriptions may at the discretion of the Management Committee forfeit all privileges of membership of the Association until arrears have been paid.

11. Control of Association

11.1. Overall control of the affairs and operation of the Association shall rest with
annual general meetings.

11.2. Management and control of the affairs and operations of the Association between the dates of annual general meetings shall rest with the Management Committee.

12. Meetings

12.1. Annual General Meeting

12.1.1. The AGM of the Association shall be held during Annual Conference.

12.1.2. All Members shall be entitled to attend AGMs but only those classified as Life and Ordinary Members shall be entitled to vote.

12.1.3. A quorum at the AGM shall consist of a total of 15 of the Ordinary and Life Members of the 
Association. In the event of a quorum not being present within thirty (30) minutes of the notified starting
time the meeting shall be adjourned to such a time and place to be decided by management. Notice of such an adjournment shall be notified to members at least seven (7) days prior to the adjourned meeting being held. In the event of a quorum still not being present the business shall proceed in accordance with the
original agenda.

12.1.4. Notice of the date of the AGM shall be circulated to all Members not less than twenty eight (28) days prior to the meeting.

12.1.5. Business to be transacted at the AGM shall include

12.1.5.1. To receive, confirm and amend where appropriate the minutes of the previous AGM.

12.1.5.2. To receive the Annual Report and Audited Balance Sheet and Financial Statement for the previous year.

12.1.5.3. To receive and confirm the declaration of the Poll for the election of Officers of the Association.

12.1.5.4. To consider and if appropriate to adopt (with or without modification) amendments to the Constitution of which due notice has been given.

12.1.5.5. To consider any notice of Motion of which due notice has been given in accordance with the Constitution.

12.1.5.6. To approve the remuneration of the Auditors for the previous year.

12.2. Business Meetings

12.2.1. Business Meetings shall be called as and where deemed appropriate by the Management Committee.

12.2.2. The business of Business Meetings shall include

12.2.2.1. Any matters arising from the minutes of Management Committee meetings.

12.2.2.2. Provision of advice to the Management Committee in matters pertaining to the administration of the
Association.

12.2.3. Minutes of Committee and Business Meetings shall be made available to members at the next Business Meeting.

12.2.3.1. Special General Meetings may be called by the Management Committee.

12.2.3.2. Special General Meetings shall be called within twenty one (21) days of receipt of a petition from no
less than 15% of Ordinary Members of the Association specifying in detail the particular matter or matters in respect of which the Special General Meeting is to be called.

12.2.3.3. Fourteen (14) days notice shall be given to all Members stating the details of the matters for which
the Special General Meeting has been called.

12.2.3.4. A quorum and procedures for dealing with adjournments shall be stated in paragraph 12.1.3 of
this Constitution

12.2.3.5. The meeting shall consider only the specific matter or matters for which the meeting has been called, as specified in the notice concerning the meeting.

12.2.3.6. Minutes of the Special General Meeting shall be confirmed at the next AGM or Special General
Meeting whichever is the sooner.

13. Management Committee

13.1. The Management Committee shall consist of President, two (2) Vice Presidents, Secretary and Treasurer and six (6) other officers.

13.2. Officers of the Management Committee shall carry out functional responsibilities which serve the needs of Members.

13.3. The functional responsibilities, determined from time to time by the Management Committee, will form the basis for advertised positions on the Management Committee to be filled by election across the Membership.

13.4. The Management Committee shall meet as and when considered necessary but no less than twice per school term.

13.5. A quorum for Management Committee shall be over 50% of the committee.

13.6. The President, or Chairperson as appropriate, shall have a deliberative as well as a casting vote in the negative.

13.7. Minutes of Management committee meetings shall be circulated to committee Members within fourteen (14) days of the meeting.

13.8. The Management Committee shall have the power to form such subcommittees for particular purposes as it shall see fit and for this purpose shall have the power to co-opt members or other outside parties to serve on such sub-committees, providing that at least one (1) member of the sub-committee is a member of the Management Committee. Such subcommittees shall have no power to commit the Association in any way.

14. Officers

14.1. Each elected officer shall hold office for a period of two (2) years commencing and concluding at the first Management Committee meeting to be held after the AGM of the year of appointment. Those officers elected are eligible to re-elect if they wish to continue in that position.

14.2. Only Ordinary Members, with substantive DET employment, may be proposed and elected as Officers.

15. Nominations

15.1. Nominations for Management Committee shall close with the Secretary forty five (45) days prior to the AGM.

15.2. All nominations for positions shall be in writing signed by the proposer and nominee.

15.3. In the event of no nominations being received, volunteers will be sought from the floor at the AGM.

16. Elections

16.1. Election for Management Committee shall be declared at the AGM.

16.2. Elections for all members of the Management Committee shall be conducted and results made known to candidates by the Returning Officer prior to the declaration of the poll.

16.2.1. Separate ballot papers for each position showing nominees in balloted order shall be posted or delivered to Members thirty (30) days prior to the AGM.

16.2.2. Voting shall be by simple majority where more than two nominations are received.

16.2.3. The ballot shall close five (5) days prior to the AGM.

16.2.4. Any vacancy of a Management Committee office shall be filled temporarily by the Management Committee. Such appointment will cease at the next AGM where the vacancy will be filled by the declaration of a new ballot.

17. By-Laws

In order to facilitate the operations of the Association, By-Laws which shall have the same force as this Constitution may be prepared and circulated.

18. Serving of Notices

All notices required to be given by the Association shall be sufficiently served if forwarded in writing by the most expeditious means at the time, including electronic transfer, to the member's last known address. The time at which the notice was despatched and would be delivered in the ordinary course shall be considered to be the time at which the notice was received by the addressee.

19. Finance and Accounts

19.1. All monies received shall be banked in the name of the Association. Payments for items other than of a petty cash nature shall be made only by cheque signed by any two (2) of the President, Secretary or Treasurer. All payments shall be approved by the Management Committee and recorded in the minutes.

19.2. The Treasurer's books of accounts shall be audited annually by the Association Auditors.

20. Changes in the COnstitution

This Constitution shall be changed by at least three quarters majority of financial members present and voting at the AGM provided a notice of motion of the amendment has been given in writing, signed by a mover and seconder, to the Secretary ten (10) days prior to the said Annual General Meeting.

21. Income and Property

The income and property of the Association shall be applied solely to the promotion of its Aims and no part thereof shall be paid or transferred directly or indirectly by way of dividend bonus or otherwise by way of pecuniary profit to the members, provided that remuneration may be paid in good faith to employees of
the Association, or other persons, in return for services rendered to, or expenses incurred, on behalf of the Association.

22. Common Seal

The Association shall have a common seal on which its name shall clearly appear kept in the custody of the Secretary; its use authorised by the Committee and noted in the minutes.

23. Inspection of Records

A member may at any reasonable time inspect without charge the books, documents, records and securities of the Association.

24. Dissolution

24.1. A Special General Meeting called for the purpose of dissolving the Association may, by a three quarters majority of the members present and entitled to vote, resolve to dissolve the Association. If such resolution is confirmed by a similar majority at a subsequent Special General Meeting held not less than twenty one (21) days and not more than thirty five (35) days thereafter the Association shall thereupon by dissolved.

24.2. If on winding up of the Association, any property of the Association remains after satisfaction of the debts and liabilities of the Association and the costs, charges and expenses of that winding up, that property shall be distributed

24.2.1. to another incorporated association having aims similar to those of the Association, or

24.2.2. for charitable or benevolent purposes.

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