Other Pages on this Site:
Policies & Procedures
Updated 27-10-2003
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ROYAL ASSOCIATION OF JUSTICES OF SOUTH AUSTRALIA Inc. | Other Pages on this Site: |
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Policies & Procedures Updated 27-10-2003 |
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1. MEETINGS | ||
| 1.1 | Education Meetings | |
| 1.1.1 | Meetings of members for the purpose of education and social activities may be held from time to time and at such venues as considered necessary and approved by Council. | |
| 1.1.2 | Members on approved Council duties, shall be eligible for
reimbursement of travelling and other expenses, at a rate determined
annually by the Council. | |
| 1.2 | Council Meetings | |
| 1.2.1 | Council shall hold meetings each month with the exception of January. | |
| 1.2.2 | Council members shall be given seven days notice of date, time and place of such meetings. | |
| 1.2.3 | Matters pertaining to the normal business of the Association or any recommendations that may be carried by resolution at General Meetings, may be dealt with at these meetings. | |
| 1.2.4 | The President shall preside at all Council meetings. If the President is absent, the Vice President shall preside, or if both are absent, a Chairman shall be elected from the members present. | |
| 1.2.5 | A Special meeting of the Council shall be called by the Registrar on the instruction of the President or any three members of Council, provided that three days notice shall be given to each member of the council. | |
| 1.2.6 | A Special meeting of the Council shall be called by the Registrar
immediately following the Annual General Meeting, for the purpose of
electing President, Vice President and Treasurer. Successful Council
nominees to be notified at least three days prior to the Annual General
Meeting, vide Clause 7.7 of the Constitution. | |
| 1.3 | Special General Meetings | |
| 1.3.1 | A Special General Meeting for any purpose may be called by the Council at any time. | |
| 1.3.2 | The Council shall call a Special General Meeting on the written request of not less than twenty financial members. | |
| 1.3.3 | The Council shall fix the date, time and place of the meeting and shall give notice thereof, including the purpose and nature of the business, in the Official Journal of the Association or in the Daily Press at least fourteen days prior to such meetings. | |
| 1.3.4 | No matters, other than those specified in the notice shall be dealt with at this meeting. | |
| 1.3.5 | The President shall preside at all Special General meetings. If the
President is absent, the Vice President shall preside, or if both are
absent, a Chairman shall be elected from the members present at the
meeting. | |
| 1.4 | Annual General Meetings | |
| 1.4.1 | The Annual General Meeting of the Association shall be held during the month of October on a date, time and venue to be fixed by the Council. | |
| 1.4.2 | The Statement of Income and Expenditure and Balance Sheet shall be made available to members at the Annual General Meeting. | |
| 1.4.3 | Notice of the Annual General Meeting, together with any other notices of motion duly submitted shall be printed in the September issue of the Official Journal of the Association and dispatched to members at least twenty one days prior to the date appointed for the holding of the Annual General Meeting. | |
| 1.4.4 | The business of the Annual General Meeting shall include: | |
| 1.4.4.1 Minutes of the previous Annual or Special General Meeting. | ||
| 1.4.4.2 Annual Report and Financial Statements. | ||
| 1.4.4.3 Confirmation and Declaration of the Ballot by the Returning Officer. | ||
| 1.4.4.4 Appointment of Auditor. | ||
| 1.4.4.5 Any Special Notices of Motion. | ||
| 1.4.4.6 General Business. | ||
| 1.4.5 | The President shall preside over all Annual General meetings. If the
President is absent, the Vice President shall preside over the meeting or
if both are absent, a Chairman shall be elected from the Council members
present. | |
| 1.5 | Adjourned Meetings | |
| 1.5.1 | In the event of no quorum being available at any Annual or Special General meetings, the Chairman of the meeting shall adjourn the meeting to a date within fourteen days of the adjourned meeting. | |
| 1.5.2 | When the adjourned meeting is reconvened, the meeting shall proceed on the business as scheduled for the original meeting irrespective of whether a quorum is present. | |
| 1.5.3 | All resolutions made at this adjourned meeting will be valid as if
they were made with a quorum present. | |
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2. APPLICATION FOR MEMBERSHIP | ||
| 2.1 | Application for membership shall be to the Registrar on the prescribed form. | |
| 2.2 | The Application Form shall state the name, address and occupation of the Applicant together with the date of appointment as a Justice of the Peace. | |
| 2.3 | The Application must be accompanied by the appropriate fees as
determined by the Council. | |
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3. REGISTER OF MEMBERS | ||
| 3.1 | The Register of members shall be maintained by the Registrar. | |
| 3.2 | The Register shall contain the Names, Addresses, Occupations and other
pertinent details relevant to their appointment and status as a Justice of
the Peace. | |
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4. NOMINATIONS FOR COUNCIL | ||
| 4.1 | The Council shall, at the time of calling for nominations for Council, appoint a Returning Officer and two scrutineers, who shall act in this capacity until the declaration of the poll. | |
| 4.2 | The Returning Officer should, after counting all votes, declare the top four Country and the top four Metropolitian, plus the three top vote earners from the remaining candidates elected. | |
| 4.3 | In addition to the requirements of Clause 8 of the Constitution each nominee may submit a passport size photograph and a resume, not exceeding 75 words, for publication in the Official Journal of the Association. | |
| 4.4 | In the event that there are more nominations for the position of councillors than required then the names of all candidates shall be printed on a ballot in order as decided by lot. | |
| 4.5 | The ballot paper shall indicate against each Council Nominee whether Country or Metropolitian area members. | |
| 4.6 | Voting shall be by indicating in the square opposite the names of the required number of candidates of the members choice. | |
| 4.7 | Members shall vote for the candidates of their choice up to the required number as indicated on the ballot paper. | |
| 4.8 | Voting papers are to be returned in a sealed envelope and placed
within an envelope addressed
to: The Returning Officer The Royal Association of Justices of S.A. Inc. at the address indicated on the "voting Paper", and must be marked with the name and address of the member on the reverse of the envelope for confirmation and verification of financial status. | |
| 4.9 | If nominations for Council are not in excess of the number required, then such candidates shall be declared unopposed by the Returning Officer. | |
| 4.10 | Voting papers for any ballot shall be issued in the Official Journal of the Association at least twenty one days prior to the date appointed for their return to the Returning Officer. | |
| 4.11 | Declaration of the poll shall take place three working days after the closing date of the ballot. | |
| 4.12 | Votes received in contravention of Rule 4.8 will be rendered informal. | |
| 4.13 | In the event of a Tied vote the issue will be decided by
lot. | |
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5. GROUPS | ||
| 5.1 | If at least ten financial members of the Association collectively desire to promote the work of the Association, and co-operate locally in educating Justices of the Peace in their duties, then such members may collectively apply to the Council for recognition and designation as a Group of this Association. Such application may be granted on such terms as may be approved by Council. | |
| 5.2 | The Council shall at all times have the power to withdraw, cancel or vary such recognition or designation. | |
| 5.3 | The services of the Registrar and Honorary Solicitor may be utilised
by any recognised Group. | |
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6. GROUP CONFERENCES | ||
| 6.1 | A combined Groups Meeting shall be held in the months of March and November each year. Each Group being entitled to two representatives. | |
| 6.2 | A combined Groups Forum shall be held in July each year with speakers and / or workshop. (preferably at a weekend). Open to all Group members. | |
| 6.3 | The President or Vice President of the Council shall preside or in their absence a Chairman shall be elected from those present. | |
| 6.4 | Each Group may be represented by Two official delegates at a Groups
Meeting. | |
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7. VOTING AT MEETINGS | ||
| 7.1 | Except where otherwise provided in the Constitution or Rules of the Association, all matters properly before the Chair shall be determined by a simple majority of those present. | |
| 7.2 | Those present and abstaining shall be deemed not to have voted for or against the motion. | |
| 7.3 | The President shall have a deliberate vote and in the event of a tied
vote shall also have a casting vote. | |
| 8. OBSERVERS AT
MEETINGS | ||
| 8.1 | Observers may be permitted at Council Meetings under the following conditions: | |
| 8.1.1 Only admitted by the majority consent of the Council. | ||
| 8.1.2 Speak only with the permission of the chairman. | ||
| 8.1.3 Leave the meeting room if directed by
the chairman. | ||
The administration
office of the Royal Association of Justices of South Australia Inc.
is
located in the Education Centre, 31 Flinders Street, Adelaide SA
5000.
Postal Address: GPO Box 2851, Adelaide SA 5001.
Phone: 8224 0377
Fax: 8224 0322
email: enquiries@rajsa.com.au