Guild Constitution

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FRIENDS THROUGH FOLK ART GUILD INC.
CONSTITUTION

CONSTITUTION
1. AIMS AND OBJECTIVES
(a) To foster friendship through art.
(b) To bring together folk and decorative artists, to promote opportunities and encourage the development of their arts.
2. MEMBERSHIP
(a) Membership is open to all folk and decorative artists. We do not set a specific standard to qualify for membership.
(b) Application for membership shall be on an approved form.
(c) Members shall pay such fees as determined prior to the Annual General Meeting. Fees shall be due and payable on the 1st November each year.
(d) Payment of fees entities a member to vote at the Annual General Meeting and at all general meetings, as well as being entitled to Membership benefits.
(e) Membership shall cease on resignation or when a member is three (3) months in arrears.
(f) A register of members will be kept showing name, address and date of joining, as well as recording dates of cessation. This register shall be kept at the principal place of administration of the Guild, and shall be open for inspection free of charge, to any member of the Guild at any reasonable time.
(g) Membership is non-transferable and non-refundable.
(h) Membership is due on 1st November each calendar year. End of financial year 30th September each calendar year. (i) When a member joins after 1st August each calendar year, membership will cover the following year's subscription. (j) Professional artists, craftsmen and teachers may join, but only in their private capacity.
(k) The committee has the right to not renew membership or to expel members who persistently refuse or fail to comply with the rules of the Guild as determined by the constitution or a representation of current Guild members. In such a case the member will be given written notice to address a committee meeting to be held no earlier than 14 days and not later than 28 days after receiving the written notice. At such a meeting the member will be given the opportunity to make an oral representation, or prior to that date, have a written representation submitted to the committee. The committee will determine if the matter is to proceed any further. In such a case the disciplining of the member will be dealt with by the committee. Anyone who wishes to appeal against a decision of refusing membership or expelling them from the Guild or otherwise disciplining them may do so at the the following General Meeting.
(I) In the case of resignation or expulsion of membership fees are not refundable.
3. MEMBERS' LIABILITY
The members of the Guild shall have no liability to contribute towards the payment of debts and liabilities of the Guild or the costs, charges and expenses of the winding up of the Guild except to the amount of unpaid fees.
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4. THE COMMITTEE
(a) The Guild shall be managed by the committee.
(b) The committee shall consist of President, Vice-President, Secretary, Treasurer, Editor and at least six other committee members. (c) The committee shall be elected at the Annual General Meeting.
(d) A quorum for committee meetings shall be one half of the committee plus one.
(e) The committee meetings shall be held no less than once a calendar month or when necessary
(f) Decisions will be made on a majority vote. If undecided the 'chair' shall have the deciding vote.
(g) If within half an hour of the appointed time of a meeting a quorum is not present the meeting shall be dissolved.
(h) A member of the committee shall cease to hold office upon resignation in writing, removal as a member of the Guild or is absent for three
successive meetings, unless they have approval from the committee.
(i) Additional meetings of the committee may be convened by the President or any two members of the committee.
5. OFFICE BEARERS
(a) The President or Vice-President shall act as chairperson.
(b) The Secretary will be responsible for keeping the minutes of meetings General and Committee, keep a copy of the Rules of the Guild and be
responsible for correspondence. These records shall be available to the members at any reasonable time.
(c) The Treasurer shall keep records of all monies received and expenditure and hold all banking books as well as report at meetings the financial
state of the Guild. Payments to be made through a petty cash system or with a cheque.
(d) The signatories to financial dealings shall be any two of the following: President, Treasurer, Public Officer or a committee member. (e) The Editor shall be responsible for the newsletter, execution and distribution.
(f) Other committee members shall support office bearers whenever possible with the day to day running of the Guild.
6. ELECTION OF COMMITTEE MEMBERS
(a) The election of Office Bearers and Committee Members will take place at the Annual General Meeting, held in November every calendar year.
(b) All members are entitled to one vote. No proxy votes will be entered into, except when the committee gives written notice that proxy votes will be included.
(c) Nominations for candidates as Office Bearers or Committee Members shall be made in writing, signed by two members of the Guild and accompanied with a letter of consent from the candidate and shall be delivered to the Secretary of the Guild not less than 7 days before the fixed date of the Annual General Meeting.
(d) If insufficient numbers are received to fill all vacancies on the Committee, the candidates nominated shall be deemed to be elected and further nominations shall be received at the Annual General Meeting.
(e) If the number of nominations received is equal to the positions vacant, the persons nominated shall be deemed to be elected. (f) If the number of nominations exceeds the number of vacancies to be filled a ballot shall be held.
(g) A candidate can only hold one office.
7. DELEGATION OF A SUB-COMMITTEE
(a) The Sub-Committee can be formed by the Committee when deemed necessary and is responsible, with the Committee's approval, to perform a special task.
(b) The Sub-Committee is to report back to the Committee, who will then veto or give approval to any action to be carried out by the Sub-Committee. A Sub-Committee must have at least two current Committee members on it.

8. GENERAL MEETINGS
(a) General meetings will be held quarterly.
(b) At least one month's notice will be given to members.
(c) In the case of a special resolution being proposed, notice of the resolution shall be given in writing to the President or Secretary at least twenty one days before the meeting at which the motion is to be put.
(d) A quorum at the general meeting is 10% of members.
(e) At a general meeting members are to be notified of the financial state of the Guild as well as general business. (f) If within half an hour, a quorum is not present, the meeting shall be dissolved.
(g) Voting at a general meeting is by show of hands, unless a secret ballot is demanded. Decisions are to be made on a majority vote, except in the event of a special resolution being passed, in that case a three-quarter majority is required.
(h) In the case of an equality of vote the person in the 'Chair' shall have the deciding vote.
(i) Notice of general meetings will be given by post, in the newsletter prior to the general meeting.
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9. ANNUAL GENERAL MEETINGS
The following business is to be conducted at the Annual General Meeting:
(a) Confirmation of the minutes from the previous Annual General Meeting.
(b) Receipt of the Committee's report of the activities of the Guild in the last financial year.
(c) Treasurers financial report, including income and expenditure, assets and liabilities.
(d) Report from an auditor.
(e) Election of Office Bearers and Committee.
(f) All members have one vote. No proxy will be entered into unless the Committee has given notice that proxies will be accepted. Where the Committee determines that a proxy vote will be allowed, such notice will be given in the newsletter prior to the Annual General Meeting.

10. AMENDMENTS
This Constitution may be altered or amended at a General Meeting. An alteration or amendment to the Constitution requires a quorum of 10% of members being present and the alteration or amendment receiving a majority vote of three quarters. 21 days written notice is required to be given. This process is called a 'Special Resolution'. In the situation of it not being possible or practical for a Special Resolution, a request may be made to the Consumer Affairs to pass the resolution in some other way.

11. PUBLIC OFFICER
(a) The Committee will ensure that a Public Officer is appointed.
(b) The Committee may at any time revoke a Public Officer and appoint a new one. The Public Officer is to be over the age of 18 years and a resident of New South Wales. A Public Officer is responsible for informing Consumer Affairs of any changes to the Guild.
c) The office shall be deemed vacant if the Public Officer: (1) dies; (2) resigns; (3) is removed by the Committee; (4) is bankrupt or insolvent; (5) suffers from mental illness; or (6) resides outside New South Wales.
(d) When a vacancy occurs in the position of Public Officer the Committee shall notify Consumer Affairs within 14 days on the prescribed form and appoint a new officer.
(e) Obligations of a Public Officer to Consumer Affairs, by the prescribed forms: (1) Appointment; (2) Change of residential address within 14 days; (3) A change in objects or rules of the Guild (14 days); (4) A change to the Committee (14 days); (5) The Guild's financial affairs (within one month of the Annual General Meeting); (6) A change in the name of the Guild (within one month).
(f) A Public Officer may be an Office Bearer, Committee member or someone deemed suitable by the Committee.
(g) Custody of the books of the Guild falls on the Public Officer, except where stated. All records, books and other documents of the Guild shall be (open to inspection, at any reasonable time.
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12. MISCELLANEOUS
(a) The Guild will maintain insurance as is required under the Associations Incorporation Act, together with any other insurance which may be required by law or regarded necessary by the Guild.
(b) The funds of the Guild shall be derived from fees of members, donations, commissions, grants and other sources approved by the Guild.
(c) The Common Seal shall be held by the Public Officer and shall only be affixed to a document with the approval of the Committee. Stamping of the Common Seal shall be witnessed by two Committee members with their signatures.
(d) Service of documents is effected by serving the Public Officer, or by serving them personally by two members of the Guild. (e) Notices sent by post shall be deemed to have been received two days later.
(f) The income and property of the Guild shall only be used for the promotion and running of the Guild and shall not be paid or transferred to members by way of dividend or profit.
(g) The list of members' names and addresses are not to be given to any commercial group or used for personal advertising, except in the case of the Teachers' Register where permission has been given by members.
(h) Any excess monies may be distributed to charities designated by the Committee at the Committee's discretion
(i) Monies raised for charities from Guild charity events, to be finalised and paid to the nominated charity within 3 months of the final fundraising event.

13. TERMINATION OF THE GUILD
In the event of the Guild terminating, the property shall be distributed in accordance with Section 53 of the Associations Incorporation Act 1984, with any remaining funds being distributed to charities decided on with a majority vote by remaining financial members.
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