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[Accepted : 21/02/2007]

2007 Draft Version 16/12/2006
post-2007 Version Ammended on 10/12/2005
post-2007 Version Accepted on 14/09/2005

Chapter 1 - Introduction 1.1 Definitions
1.1.1 The name of the incorporated Association shall be CAAH (Community Action Against Homophobia) and shall be referred to as the 'association' for the purpose of this document.
1.1.2 The following definitions are applicable throughout this document, unless otherwise stated.
(a) "Constitution" - The rules of the association
(b) "Community" - A group of people with a common sexuality and/or identity within society.
(c) "QLGBTI" - Those identifying as queer, lesbian, gay, bisexual, same sex attracted, transgender, intersex and/or non-heterosexually identifying.
(d) "Homophobia" - An irrational hatred, disapproval, or fear of those within the QLGBTI community and/or their culture.
(e) "Collective" - A non-hierarchical gathering of members with authority (by the constitution) to act on behalf of the association in the pursuit of its specific tasks.
(f) "Constituent Collective" - An autonomous collective that is represented by a delegate on the committee.
(g) "Committee" - The administrative collective that manages the association made up of elected representatives nominated by each constituent collective.
(h) "Egroup" - Is any specified electronic email service (appendix 1) that disseminates messages to members of a specific collective.
(i) "Member" - A member of the association is defined as a natural person who has paid their membership fee for the year and has been approved for membership by a constituent collective treasurer.
(j) "Empower" - Ensuring that a collective member knows that they are able to, and are encouraged to, take on responsibility.
(k) "Grass Roots Organising" - Every general member is able to take part in decision making of the collective.
(l) "ILGA" - International Lesbian and Gay Association.
(m) "In writing" - Means by written notice, posted in the mail, delivered by hand or sent electronically to a recognized and listed email address or e-group.
(n) "Attendance" - Physical attendance at a meeting or attendance by Internet, phone or any other communications media.
(o) "The Act" - The latest version of the Association Incorporation Act.
(p) "Regional collective" - A constiuent collective established for members in a particular geographical region.
(q) "Taskforce collective" - A constiuent collective established as a cross regional taskforce which is open to all CAAH members.
(r) "Simple Majority" - A vote in which 50% +1 of the total votes (excluding abstentions) have voted in favour. If there is an odd number of total votes then only a majority greater than 50% of the total votes (excluding abstentions) of those who have voted in favour is required.
Chapter 2 - Aims and Objectives
2.2 Aims and objectives
2.2.1 The objects of the association shall be to:-
(a) To empower the QLGBTI community to campaign on its own behalf and against prejudice and homophobia
(b) To develop resources and infrastructure for mobilising our community campaigns when the need arises
(c) To develop networks and links with community organisations and prominent people and groups
(d) To empower future representatives of our community through training, skillsharing, participation
(e) To empower local communities to undertake their own autonomous campaigns and set up their own collectives
(f) To organise events for fundraising and campaign purposes
(g) To bring together likeminded individuals and groups for collaborative campaign efforts
(h) To respect and acknowledge at all times the autonomy history and function of the association's founding collectives.
(i) To create a space where the QLGBTI community can be empowered and free from homophobia
(j) To organize social events for our members.
(k) To organize and facilitate community development through our organisation and its networks
(l) To collaborate with other likeminded organizations to facilitate our objectives
(m) To combat homophobia by empowering QLGBTI community members & their supporters to take action against homophobia.
(n) To use grass roots organizing and collective decision making to achieve the association and constituent collective's aims and objectives.
(o) To campaign against homophobic statements uttered by all areas of society.
(p) To campaign against discriminatory laws and policies.
(q) To fight against censorship and oppression of QLGBTI identifying people and the QLGBTI community media, literature and society generally.
(r) To unite all groups that support the collective's broad aims.
Chapter 3- Membership
3.1 Membership Fees
3.1.1 All collectives of the association will be responsible for collecting a membership fee on behalf of their constituent collective. This fee must correspond with the membership fees set by the corresponding constituent collective.
3.1.2 A member of a collective that has paid their membership fee and had their membership accepted by that that constituent collective is a member of the association at the next constituent collective meeting except when there is a rescission of their membership.
3.1.3 Member is entitled to vote and attend all meetings of that constituent collective.
3.1.4 Membership fees for the association must have a concession price and a full membership price. The concession price and conditions are determined by each constituent collective.
3.1.5 Each constituent collective shall set their own membership fee for that collective on the approval of the committee, all eligible people must pay this fee to a collective that the potential member desires membership in order to become financial members. One person may be a member of more than one collectives. Membership of further collectives must be associated with a discounted membership fee less than half the cost of membership but greater than one third the cost of membership.
3.1.6 Membership fee collected by a collective shall be used by the collective as they see fit.
3.1.7 Membership fees are only valid until the AGM. If membership is paid in the final three (3) months of the current membership year then the membership will be deemed to be valid until the end of the following year, with the proviso that members can't vote on the election of office bearers at the 'up and coming' Annual General Meeting (AGM).
3.1.8 Members only have voting rights if their membership was paid greater than three months prior to the annual general meeting.
3.2 Register
3.2.1 The committee treasurer will keep a register of members and only the members in this register (which will be updated before each meeting) will have rights to vote on collective business at meetings of the collective they paid a membership fee towards. The list maintained by the committee indicates which collective they belong.
3.2.2 Each constituent collective would keep a complete list of the paid members of their collective.
3.2.3 Membership for taskforce collectives (not representing a region) is free. This provides voting rights to all attendees at taskforce collective meetings provided they are current member of a constituent collective.
3.3 Treasurer
3.3.1 The treasurer officer shall carry the delegated responsibility to approve members of the collective, subject to a decision of the collective and this constitution. The treasurer officer shall maintain and update a register of current members which shall be available for viewing by members.
3.3.2 The treasurer may not approve a person for membership until that person has paid their annual membership fee for that year. All approved financial members must be added to the register before the next meeting of that collective and will not have voting rights until that time A membership may not be approved if that member has had their membership rescinded and has not had that membership approved by the collective that rescinded that membership.
3.4 Cessation of membership
3.4.1 A person ceases to be a member of the association or a constituent collective if the member:-
(1) dies; or
(2) resigns membership (notification of acceptance is not required); or
(3) is expelled; or
(4) fails to renew membership
3.4.2 If a person forfeits their membership through cessation then their membership fee is also forfeit.
3.4.3 A person can be expelled from the association after and in this order:-
(a) a complaint is proposed by a two thirds majority vote of a constituent collective that the member has attended.
(b) the grievance committee examines the complaint to ensure it is not frivolous.
(c) an independent mediator examine the complaint and try to resolve the issue (optional on committee agreement).
(d) the committee ratify the decision to expel based on whether the complaint warrants action.
3.4.4 To reinstated a membership a written application to the grievance committee must be submitted for re-admittance to be considered for approval. This application must include a written explanation of why the pervious cessation of membership occurred and address why these factors are either not factually correct, no longer relevant or no longer significant to justify re-admission.
3.4.5 If cessation only occurs from a constituent collective then they are still a member of the association as long as they remain a member of at least one constituent collective.
3.5 Grievance Procedure
3.5.1 A grievance officer is elected from each collective.
3.5.2 A grievance officer directly involved in the complained of issue excuse themselves from the grievance process.
3.5.2 The grievance officer collects any complaints from individual collectives.
3.5.3 If possible an independent mediator shall be employed by the association to resolve the issue or take a detailed description of the issue if unressolvable.
3.5.4 A vote amongst grievance officers can make decisions on membership rescission, disciplining of members and re-admittance of members.
3.5.5 A decision of a grievance collective can be over-ridden by a three quarters vote at any committee meeting.
Chapter 4 - Committees, groups and collectives
4.1 Powers of the Committee
4.1.1 The committee, subject to the Act, the Regulation and these rules and to any resolution passed by the association in general meeting that are required by these rules to be:
(a) Is to control and manage the affairs of the association, and
(b) May exercise all such functions as may be exercised by the association, other than those functions exercised by a general meeting of members of the association or by a constituent collective meeting, and
(c) Has power to perform all such acts and do all such things as appear to the committee to be necessary or desirable for the proper management of the affairs of the association.
4.2 Delegation by Committee to Constituent Collective
4.2.1 The committee may, by instrument in writing, delegate to one or more constituent collectives (consisting of such member or members of the association as the committee thinks fit) the exercise of such of the functions of the committee as are specified in the instrument, other than:
(a) this power of delegation, and
(b) a function which is a duty imposed on the committee by the Act or by any other law.
4.2.2 A function the exercise of which has been delegated to a constituent collective under this rule may, while the delegation remains unrevoked, be exercised from time to time by the constituent collectives in accordance with the terms of the delegation.
4.2.3 A delegation under this section may be made subject to such conditions or limitations as to the exercise of any function, or as to time or circumstances, as may be specified in the instrument of delegation.
4.2.4 Despite any delegation under this rule, the committee may continue to exercise any function delegated.
4.2.5 Any act or thing done or suffered by a constituent collectives acting in the exercise of a delegation under this rule has the same force and effect as it would have if it had been done or suffered by the committee.
4.2.6 The committee may, by instrument in writing, revoke wholly or in part any delegation under this rule.
4.2.7 A constituent collective may meet and adjourn, as it thinks proper.
4.3 Collective meetings
4.3.1 All constituent collectives may call meetings independently of the committee to discuss issues that are pertinent to them. All members of that constituent collective shall be informed of these meetings. Minutes of these meetings are appended to meetings of the organisation as addenda of committee meetings.
4.3.2 Any recognised collective must operate in accordance with this constitution and, in particular, must at all times adhere to the aims and objectives set out within this constitution. All convenors of constituent collectives will regularly update the committee on their actions.
Chapter 5 - Committee
5.1.1 The office bearer positions of the committee are held strictly on a rotational basis (with no person occupying the same position twice in a row) and are elected meeting by meeting.
5.1.2 The association shall have a governing Committee consisting of the following Office Bearers:
(a) Committee Meeting facilitator (elected from amongst the constituent collective convenors in attendance of that committee meeting)
(b) Committee Meeting Secretary (elected from amongst the constituent collective secretaries in attendance of that committee meeting)
(c) Committee Meeting Treasurer (elected from amongst the constituent collective treasurers in attendance of that committee meeting)
5.1.3 The venue of the committee is rotated so that committee meetings are not held in the same region (of a regional collectives) twice in a row unless an inquorate meeting at a location means that there are two quorate meetings held at the same region (of a regional collective) in a row.
5.1.4 The powers of these positions will be restricted to at the meeting however the responsibilities for the decisions exists until the following quorate committee meeting.
5.1.5 Voting is open to all members in attendance.
Chapter 6 - Roles of Officers
6.1.1 The office bearers shall have executive power to their respective roles within the constituent collective subject to decisions of the committee and this constitution.
6.1.2 At least one office bearer of the constituent collective must be a woman if there is a woman candidate.
6.1.3 An elected office bearer can not take on a second office bearer portfolio within a constituent collective. No office bearer may occupy more than two positions simultaneously within the committee except the International Officer.
6.1.4 Attendance of Office Bearers at meetings is obligatory. Any executive Office Bearer who does not attend three consecutive meetings, of the constituent collective that they represent, is automatically dismissed from their position unless there is a simple majority resolution of the collective they represent which reinstates them.
6.1.5 At all times office bearers are to accept collective direction regardless of personal opinion.
6.1.6 All office bearers must be financial and current members of the collective
6.1.7 Be one of the moderators of the egroup list for the constituent collective that they represent.
6.1.8 All collective positions can be co-shared if a collective decides it is appropriate.
Chapter 7 - Committee Positions (Committee Only)
7.1 International Representative
7.1.1 Shall coordinate the work of the "International Committee";
7.1.2 Familiarise her/himself with ILGA's work and programmes;
7.1.3 Attend ILGA conferences or send an apology;
7.1.4 Facilitate an agenda item for each meeting on International Issues.
7.1.5 Shall be elected from the committee.
Chapter 8 - Collective Executive Officers
8.1 Convenors
8.1.1 Shall ensure that meetings are called subject to the constitution and decisions of their respective collective
8.1.2 Shall ensure that a report for the association is produced at the end of each year for the Annual General Meeting.
8.1.3 Shall ensure contact is maintained with constituent collectives across the country
8.1.4 Shall oversee the management of the collective.
8.1.5 Shall report back on the activities of the collective they represent.
8.1.6 Shall ensure all minutes of the collective they represent are forwarded to the committee secretary.
8.1.7 Shall convene meetings of their constituent collective
8.1.8 Shall skill share the facilitation of their collective's meetings
8.1.9 Shall ensure minutes are taken, publicise them and act as the spokesperson for their collective.
8.2 Secretary
8.2.1 Shall keep and shall skill share keeping minutes of all collective meetings of the collective they represent by empowering a member to do this task.
8.2.2 Shall keep and shall skill share the typing of minutes of each association meeting or empower someone at that meeting to do this task.
8.2.3 Shall keep and shall skill share confirming the minutes and ensure the minutes of the collective they represent on the association's web sites by empowering a member to do this task.
8.2.4 Shall keep and shall keep a hard copy record of all meeting minutes and ensure that these records shall be ready for tabling at any given meeting of the collective they represent.
8.2.5 Shall publish a report at the AGM of the collective they represent.
8.6 Treasurer
8.6.1 Shall maintain the necessary records of the collective they represent.
8.6.2 This position shall carry the delegated responsibility to approve members of the collective they represent, subject to a decision of the collective and this constitution. This position shall maintain and update a register of current members.
8.6.3 The membership officer may not approve a person for membership until that person has paid their annual membership fee for that year. All approved financial members must be added to the register as soon as possible.
8.6.4 Shall maintain the finances of the collective they represent.
8.6.5 Shall produce a regularly updated budget for each meeting.
8.6.6 Shall oversee all expenditure of the collective they represent and ensure none of the rules of this constitution are breached in respect of distribution of finances to members.
8.6.7 Present a report detailing the financial activity & state of the collective at each meeting of the collective they represent.
8.6.8 Be a co-signatory of all bank accounts of the collective .
8.6.9 Ensure that subscriptions of the association and recurring expenses are paid including our membership to ILGA.
8.6.10 No money shall be removed from a collectives account without the treasurer being one of the signatories unless the treasurer position is vacant.
8.6.11 The treasurer will must be given a receipt, and be satisfied of its authenticity, for any purchase that is to be reimbursed.
8.7 Additional Officers and their Roles and Responsibilities
8.7.1 Appendix 3 contains all the additional officers available to collective and any additional responsibilities of any convenor, treasurer or secretary.
8.7.2 Any appendix 3 entry are invalid if they conflict with the constitution.
Chapter 9 - Meeting Procedure
9.1 Notice
9.1.1 Notice in writing, including the time, date, place and medium/media of any collective meeting must be given to all members. At least one week notice should be given for a committee meeting and at least four days notice for constituent collective meetings.
9.1.2 Where notice is not given in time, a meeting may proceed as an "emergency meeting" if declared so by a convenor of the constituent collective and if this decision is accepted by a subsequent meeting of the collective.
9.1.3 The minutes of emergency meetings must be submitted for approval at the next meeting of the collective. The ordinary meeting may then revoke or ratify decisions taken at an emergency meeting where this is feasible.
9.2 Quorum
9.2.1 No motions are to be passed at any collective meeting unless a quorum of members entitled under these rules to vote is present.
9.2.2 Quorum consists of a minimum number of members entitled, under these rules, to vote at a meetings on the business of a constituent collective meeting. Quorum equals half the number of occupied office bearer positions plus one for regional collectives and five members for city constituent collectives and the committee.
9.2.3 Eight members in attendance being members entitled under these rules to vote at an association meeting constitute a quorum for the transaction of the business of a general meeting.
9.2.4 If within half an hour after the appointed time for the commencement of a general meeting a quorum is not present, the meeting:
a) if convened on the requisition of members, is to be dissolved and;
b) in any other case, is to stand adjourned to the same day in the following week at the same time and;
c) (unless another place is specified at the time of the adjournment by the person presiding at the meeting or communicated by written notice to members given before the day to which the meeting is adjourned at the same place.
9.2.5 If at the adjourned meeting a quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members present (being at least 3) is to constitute a quorum.
9.3 Opening a meeting
9.3.1 At constituent collective meetings, the respective convenors of those two collectives are required to the meeting open and if the respective convenors are not present after ten minutes then any other office bearer of the collective may declare the meeting open.
9.3.2 For any meeting to proceed a minimum of one (1) office bearers of that collective must be present at the meeting.
9.4 Agenda
9.4.1 Meetings shall follow the following agenda order;
a) Opening of the meeting by the chair
b) Introduction - including name around
c) Nominate Minute Taker and Speaking list taker
, d) Apologies
e) Correspondence
f) General Business
g) Close of meeting
9.4.1 The agenda, and any items of general business shall be displayed on the notice of meeting. Where this is not possible the item may be discussed at a meeting only if there is a vote at the meeting to allow this to happen.
9.5 Minutes
9.5.1 The secretary shall be responsible for compiling all minutes of the collective they represent and for ensuring that minutes of every meeting are taken to be compiled before next meeting.
9.5.2 Minutes shall be published for review by all members of the association on a website or publication. Where this is not possible minutes of meetings shall be made available by request to the secretary.
9.6 Motions
9.6.1 All questions put at collective meetings shall be concluded through the presentation of formal written motions at collective meetings
9.6.2 Motions must be presented through the chair, they must be moved and seconded by members and they must be included into the minutes of the meeting whether they are passed or not and the total numbers of votes for, against and abstaining for the motion. Votes against and abstentions can be noted in the minutes at the request of the voter casting the vote.
9.6.3 Unless otherwise stated in this constitution all motions shall be decided by a simple majority of eligible members present. If there is an equality of votes, the motion is deemed to be lost.
9.6.4 If the total number of abstentions is greater than the total number of votes then the motion is lost.
9.7 Voting
9.7.1 On any motion arising at a meeting of the association a member has one vote only.
9.7.2 All votes must be given by those in attendance.
9.7.3 Proxies are not valid at any meetings.
9.7.5 A member or proxy is not entitled to vote at any meeting of the association unless all money due and payable by the member to the association has been paid, other than the amount of the annual subscription payable in respect of the then current year.
Chapter 10 - Annual Election meetings
10.1.1 Each collective must call an annual election meeting, at least once in each calendar year and within the period of 6 months after the expiration of each financial year of the association
10.2.1 The Annual Election Meeting held by any collective can pass motions relating to the affairs of its own collective including:
(a) Election of office bearers
(b) Separation from the association (with ratification from a general meeting)
Chapter 11 - Annual General meetings
11.1 Annual General Meeting Procedure
11.1.2 Clause 11.1.1 have effect subject to any extension or permission granted by the Director-General under the Act.
11.1.3 Annual General meetings shall present a yearly report back in writing from all office bearers including that year's budget for acceptance by members at the meeting.
11.1.4 All Annual General Meetings are, subject to the Act, to be convened on such date and at such place and time as the committee thinks fit. The meeting shall only be called at a time and date approved by the committee.
11.2 Annual General Meetings & Special General Meetings
11.2.1 Only General Meetings can amend the constitution. During this meeting they can also pass motions relating to the affairs of the association as a whole.
a) Amendment of the constitution.
11.2.2 An annual general meeting must be specified as such in the notice convening it.
11.3 Calling of and business at
11.3.1 The annual general meeting are, subject to the Act, to be convened on such date and at such place and time as the committee thinks fit. The meeting shall only be called at a time and date approved by the committee.
11.3.2 In addition to any other business which may be transacted at an annual general meeting, the business of an annual general meeting is to include the following:
a) to confirm the minutes of the last preceding annual general meeting and of any special general meeting held since that meeting,
b) to receive from the committee reports on the activities of the association during the last preceding financial year,
c) to receive and consider the statement which is required to be submitted to members under section 26(6) of the Act.
11.3.3 An annual general meeting must be specified as such in the notice convening it.
11.3.4 An annual general meeting must be called during November or December.
Chapter 12 - Special General meetings
12.1 Calling of
12.1.1 The committee may, whenever it thinks fit, convene a special general meeting of the association.
12.1.2 The committee must, on the requisition in writing of at least 15 per cent of the total number of members, convene a special general meeting of the association.
12.1.3 A requisition of members for a special general meeting:
a) must state the purpose or purposes of the meeting, and
b) must be signed by the members making the requisition, and
c) must be submitted in writing to the secretary of the Association, and
d) may consist of several documents in a similar form, each signed by one or more of the members making the requisition.
12.1.4 If the committee fails to convene a special general meeting to be held within 1 month after that date on which a requisition of members for the meeting is lodged with the secretary, any one or more of the members who made the requisition may convene a special general meeting to be held not later than 3 months after that date.
12.1.5 A special general meeting convened by a member or members as referred to in clause (4) must be convened as nearly as is practicable in the same manner as general meetings are convened by the committee and any member who consequently incurs expenses is entitled to be reimbursed by the association for any expense so incurred.
Chapter 13 - General meetings
13.1 Notice
13.1.1 Except if the nature of the business proposed to be dealt with at a general meeting requires a special resolution of the association, the secretary must, at least 14 days before the date fixed for the holding of the general meeting, give a notice to each member specifying the place, date and time of the meeting and the nature of the business proposed to be transacted at the meeting.
13.1.2 If the nature of the business proposed to be dealt with at a general meeting requires a special resolution of the association, the secretary must, at least 21 days before the date fixed for the holding of the general meeting, cause notice to be given to each member specifying, in addition to the matter required under clause (1), the intention to propose the resolution as a special resolution.
13.1.3 No business other than that specified in the notice convening a general meeting is to be transacted at that meeting.
13.1.4 A member desiring to bring any business before a general meeting may give notice in writing of that business to the secretary who must include that business in the next notice calling a general meeting given after receipt of the notice from the member.
13.3 Adjournment
13.3.1 The chairperson of a general meeting at which a quorum is present may, with the consent of simple majority of members present at the meeting, adjourn the meeting from time to time and place to place, but no business is to be transacted at an adjourned meeting other than the business left unfinished at the meeting at which the adjournment took place.
13.3.2 If a general meeting is adjourned for 14 days or more, the secretary must give written or oral notice of the adjourned meeting to each member of the association stating the place, date and time of the meeting and the nature of the business to be transacted at the meeting.
13.3.3 Except as provided in clauses (1) and (2), notice of an adjournment of a general meeting or of the business to be transacted at an adjourned meeting is not required to be given.
Chapter 14 - Elections
14.1 Elections
14.1.1 Annual elections of office bearers shall be held at the Annual Election Meeting of each collective.
14.1.2 When the Annual election meeting is called, a collective must appoint a Returning officer who shall take nominations and facilitate the election process.
14.1.3 The returning office shall announce an election with a minimum of fourteen (14) days before the date of the election stating the:
(a) Day on which nominations open (at least fourteen (14) days before the day of the annual general meeting).
(b) Day and time on which nominations close (nominations must close at least one (1) hour before the Annual General meeting).
(c) Time, date and venue of the meeting.
(d) Criteria and duties associated for each position and the eligibility criteria of voters.
14.1.4 Nominees must accept their nomination before or at the election to act with the powers of the Office Bearer position.
14.1.5 Voting shall be by secret ballot with a no candidate option. The counting shall be a compulsory preferential system of voting (except when there is only one candidate then it is first past the post) when more than one candidate exists.
14.1.6 Only members of the collective which the election is being held shall be eligible to vote in the election. The exception is taskforce collectives.
14.2 Returning Officers
14.2.1 An ordinary meeting can nominate a returning officer who is to preside at an election.
14.2.2 Returning officer must not currently hold, or have previously held that year, any position in collective that the elections are being held for.
14.2.3 The returning officer must provide notice of election in accordance with this constitution which shall be fourteen days before the election meeting.
14.2.4 The returning officer must take and chair the entirety of any meeting where an election is taking place with the exception of the Annual General meeting where the presiding chair must accede to the Returning office when the election agenda item is opened.
14.2.5 Voting shall be by secret ballot, with all nominees listed and a 'no candidate' option provided to members
14.2.6 The returning officer shall conduct the count and present the final result of the election.
14.2.7 Where scrutineers are requested the returning officer must allow one scrutineer for every candidate to supervise the count
14.2.8 The Returning Officer shall be the facilitator of the election.
14.2.9 The Returning Officer must follow the constitution, especially regarding the election procedure as stated in this document.
14.2.10 The report of the returning officer is subject to ratification by the collective. Acceptance of the report shall require a simple majority of members. If the report of the Returning officer is not accepted the election result is not valid and a new election must be called.
14.3 Casual vacancies
14.3.1 A casual vacancy occurs on the cessation of membership of an office bearer from that collective or where no candidate nominates or accepts nomination for a position at the Annual General Meeting of the Association.
14.3.3 Where there is a casual vacancy in a position, it may be filled by a simple majority vote of an ordinary meeting of a collective which they are being elected to represent. 14 days notice must be given and a returning officer appointed in accordance with this constitution. This section only applies where a casual vacancy has occurred.
14.4 Collective elections
14.4.1 Collectives may conduct their own elections for the Convenor of their collective at a meeting designated for that purpose. Elections of this kind must adhere to the rules outlined in this constitution in regards to elections. Only one such election can be conducted every year except in the event of a casual vacancy when a position can be filled through a second meeting.
14.4.2 Candidates for any Convenor of the association must be members or the collective in which they choose to apply.
Chapter 15 - Fundraising and Finances
15.1 Accounts
15.1.1 Every collective must maintain at least one bank account, upon which the treasurer and secretary and convenor(s) shall be primary signatories. Additional signatories may be added from among the office bearers of the collective that is associated with that bank account. Bank accounts must only require a maximum of half the signatories to access the account.
15.1.2 The association, and any constituent collective, may maintain other bank accounts.
15.1.1 Every collective must maintain at least one bank account, upon which the treasurer and secretary and convenor(s) shall be primary signatories. Additional signatories may be added from among the office bearers of the collective that is associated with that bank account. Bank accounts must only require a maximum of half the signatories to access the account.
15.1.2 The association, and any constituent collective, may maintain other bank accounts.
15.1.3 The Association must maintain a bank account, which is separate from all others, solely for money associated with its DGR status.
15.14 The taxation office must be informed of the winding up of the DGR status.
15.2 Account Signatories
15.2.1 The Treasurer and Secretary and convenors shall be signatories of the bank account of the collective, but shall be limited in use of finances to motions passed at collective meetings.
15.2.2 All financial transactions over fifty dollars ($50) must be passed through a collective meeting first with a motion specifically indicating the amount of money to be accessed and what it shall be spent on.
15.2.3 All financial transactions must be for a purpose that is in line with the policies of the collective as dictated by the collective meetings.
15.3 Fundraising
15.3.1 Any funds raised by association shall be used to further the aims and objectives of the Association and shall not be distributed among members or to any third parties.
15.4 Properties, monies and dissolution
15.4.1 All collective property, for the period of activity of the collective, shall dealt with as the collective at any Meeting directs.
15.4.2 On dissolution any monies or property shall be transferred to the remaining constituent collectives and if this has not occurred within a year a similar likeminded QLGBTI rights activist collective as directed at the meeting.
15.4.3 Any collective may separate from the association by a two thirds majority vote at a constituent collective's meeting which is subsequently ratified by a general meeting. All collectives that break away from the association can take any money from their individual account. Evidence must be given that a new incorporated association exists before that organisation is entitled to access the money for that purpose and that this new incorporated association is a similar likeminded QLGBTI rights activist collective. Separation must require permission from the office of fair trading.
15.5 Members' liabilities
15.5.1 A collective cannot reimburse an individual member for an amount greater than that collective's current budget. Motions competing for funds are prioritised chronologically with preference given to those passed earlier (provide they have not been explicitly over-ridden).
15.5.2 The liability of a member of the association to contribute towards the payment of the debts and liabilities of the association or the costs, charges and expenses of the winding up of the association is limited to the amount, if any, unpaid by the member in respect of membership of the association.
15.6 Funds - source
15.6.1 The funds of the association are to be derived from entrance fees and annual subscriptions of members, donations and, subject to any resolution passed by the association in general meeting, such other sources as the committee determines.
15.6.2 All money received by the association must be deposited as soon as practicable and without deduction to the credit of the association's bank account.
15.6.3 The association must, as soon as practicable after receiving any money, issue an appropriate receipt.
15.7 Funds - management
15.7.1 Subject to any resolution passed by the association in general meeting, the funds of the association are to be used in pursuance of the objects of the association in such manner as the committee determines.
Chapter 16 - Internet Resources
16.1 Websites
16.1.1 Convenors may establish websites for the association or any constituent collective disseminating whatever information is deemed pertinent by the corresponding collective. All websites affiliated with the association must display the association logo/s and include a link to all of the websites. Website material must also be reviewed by the collective to ensure adherence to this constitution and the organisations objectives and aims.
16.2 Egroups
16.2.1 The collectives and their subgroups may establish egroups to disseminate information to members. These egroups shall be updated to include all members and will serve as a means of communication to members of the organisation. All Office bearers will be moderators on these lists.
16.2.2 All the current executive should be moderators of all the egroups used by the collective they represent.
Chapter 17 - Miscellaneous
17.1 Common seal
17.1.1 The common seal of the association must be kept in the custody of the public officer.
17.1.2 The common seal must not be affixed to any instrument except by the authority of the committee and the affixing of the common seal must be attested by the signatures either of 2 members of the committee or of 1 member of the committee and of the public officer or secretary.
17.2 Records
17.2.1 Except as otherwise provided by these rules, the public officer must keep in his or her custody or under his or her control all records, books and other documents relating to the association.
17.2.2 The records, books and other documents of the association must be open to inspection, free of charge, by a member of the association at any reasonable hour.
17.3 ILGA
17.3.1 The association is a member of the International Gay and Lesbian Rights Organisation (ILGA) and will honour its obligations in that regard in adherence with our constitution and that of ILGA.
17.4 Service of notices
17.4.1 For the purpose of these rules, a notice may be served on or given to a person:
(1) by delivering it to the person personally, or
(2) by sending it by pre-paid post to the address of the person, or
(3) by sending it by facsimile transmission or some other form of electronic transmission to an address specified by the person for giving or serving the notice.
17.4.2 For the purpose of these rules, a notice is taken, unless the contrary is proved, to have been given or served:
(1) in the case of a notice given or served personally, on the date on which it is received by the addressee, and
(2) in the case of a notice sent by pre-paid post, on the date when it would have been delivered in the ordinary course of post, and
(3) in the case of a notice sent by facsimile transmission or some other form of electronic transmission, on the date it was sent, or if the machine from which the transmission was sent produces a report indicating that the notice was sent on a later date, on that date.
Chapter 18 - Amendments
18.1 Alteration of the Constitution
18.1.1 This Constitution may be amended, excluding this chapter, by obtaining a simple majority of member votes at an Annual General Meeting.
18.1.2 Proposed constitutional amendments shall be provided in writing within twenty one (21) days of a General Meeting.
18.1.3 A copy of the amended constitution, and minutes of the meeting at which the amendments were made shall be provided in writing to all members and the NSW Office of Fair Trading - Department of Fair Trading fourteen (14) days after the meeting has taken place by either the previous or present secretary.
18.1.4 Appendix 1 and 5 to this constitution may be amended (but not to remove entries from appendix 1) by a simple majority vote at a committee meeting or a meeting of the corresponding collective that the entry refers.
18.2 Dissolution
18.2.1 The Association may be dissolved by a three quarters majority vote at a General Meeting. No other business can be discussed at a meeting to dissolve the association. 21 days notice must be given to all members for a meeting to dissolve the association. Dissolution must also be the subject of the requirements for dissolution within the Act.
18.3 Amalgamation
18.3.1 The association may be amalgamated with one or more other likeminded organisations by a three quarters majority vote at a General Meeting. No other business can be discussed at a meeting to amalgamate the association. 21 days notice must be given to all members for a meeting to dissolve the association.



Appendix 1 - Constituent collectives List
ORGANISATION AREA EMAILS LIST
REGIONAL COLLECTIVES
1. CAAH Sydney Sydney CAAH_Sydney@yahoogroups.com
2. CAAH Blue MountainsBlue MountainsCAAH_BM@yahoogroups.com
3. CAAH/Rebellion NorthsideNorthern Suburbs & the HillsCAAH_North@yahoogroups.com
4. CAAH/Rebellion MarrickvilleMarrickvilleCAAH_Marrickville@yahoogroups.com
TASKFORCE COLLECTIVES
1. CAAH Legal TaskforceNew South WalesCOLT_Sydney@yahoogroups.com
2. Same Sex Marriage NDA organising groupNew South WalesSame-Sex-Marriage-NDA@googlegroups.com
3. Mardi Gras Organising GroupNew South Wales2007MardiGras@yahoogroups.com


Appendix 2 - Application for Membership of the Association

I,………………………………………………………………………………………………………..……………………
(full name of applicant)

of………………………………………………………………………………………………………………..…………...
(address)

………………………………………………………………. hereby apply to become a member of the above
(occupation)

named incorporated association. In the event of my admission as a member, I agree to be bound by the rules of the association for the time being in force.

Have you ever had your membership rescinded by another collective in CAAH (YES / NO) …………………. (if so which one and why?

…………………………………………………………………………………………..………………………………….

I have paid my membership fee of $15 before making this application and understand that this fee may be returnable if my membership application is unsuccessful or lost if my membership is rescinded for what ever reason.

…………………………………………………. …………………………………………….
(Signature of applicant) (Date of Signature)

I,……………………………. ……………… on ……..…………………………. a member for the association,
(full name) (Date)

nominate the applicant, who is personally known to me, for membership of the association.

………………………………………………….
(Signature of proposer)

I,……………………………. ……………… on ……..…………………………. a member for the association,
(full name) (Date)

second the nomination of the applicant, who is personally known to me, for membership of the association.

………………………………………………….
(Signature of seconder)


Highlighted - Changed by a special resolution (2/3 majority vote of a CAAH AGM/EGM).
Non-Highlighted - Changed by a simple majority resolution of the corresponding constiuent collective.

Appendix 3 - Additional Officer Roles & Responsibilities List
OFFICER ROLES RESPONSIBILITIES
CAAH SYDNEY
Convenors 1) Shall ensure that meetings are called subject to the constitution and decisions of their respective collective
2) Shall ensure that a report for the association is produced at the end of each year for the Annual General Meeting.
3) Shall ensure contact is maintained with constituent collectives across the country
4) Shall oversee the management of the collective.
5) Shall report back on the activities of the collective they represent.
6) Shall ensure all minutes of the collective they represent are forwarded to the committee secretary.
7) Shall convene meetings of their constituent collective.
8) Shall skill share the facilitation of their collective's meetings.
9) Shall ensure minutes are taken, publicise them and act as the spokesperson for their collective.
Secretary 1) Shall keep and shall skill share keeping minutes of all collective meetings of the collective they represent by empower a member to do this task.
2) Shall keep and shall skill share the typing of minutes of each association meeting or empower someone at that meeting to do this task.
3) Shall keep and shall skill share confirming the minutes and ensure the minutes of the collective they represent on the association's web sites by empowering a member to do this task.
4) Shall keep and shall keep a hard copy record of all meeting minutes and ensure that these records shall be ready for tabling at any given meeting of the collective they represent.
5) Shall publish a report at the AGM of the collective they represent.
Treasurer 1) Shall maintain the necessary records of the collective they represent.
2) This position shall carry the delegated responsibility to approve members of the collective they represent, subject to a decision of the collective and this constitution. This position shall maintain and update a register of current members.
3) The membership officer may not approve a person for membership until that person has paid their annual membership fee for that year. All approved financial members must be added to the register as soon as possible.
4) Shall maintain the finances of the collective they represent.
5) Shall produce a regularly updated budget for each meeting.
6) Shall oversee all expenditure of the collective they represent and ensure none of the rules of this constitution are breached in respect of distribution of finances to members.
7) Present a report detailing the financial activity & state of the collective at each meeting of the collective they represent.
8) Be a co-signatory of all bank accounts of the collective .
9) Ensure that subscriptions of the association and recurring expenses are paid including our membership to ILGA.
10) No money shall be removed from a collectives account without the treasurer being one of the signatories unless the treasurer position is vacant.
11) The treasurer will must be given a receipt, and be satisfied of its authenticity, for any purchase that is to be reimbursed.
Membership Officer 1) Ensure that emails are sent to other QLGBTI egroups encouraging people to get involved and become members of the association.
2) Update fliers to be distributed at the stalls advertising the association as a group and encourage community members to attend meetings.
Fundraising Officer 1) Shall organize and oversee fundraising events for the constituent collective they represent.
2) Shall initiate fundraising projects and develop ways for the constituent collective they represent to raise more funds
3) Shall work with Rebellion to organize parties and social events as fundraising opportunities for the constituent collective they represent.
Media Communications Officer 1) Ensure the media is supplied with media statements produced by the association.
2) Maintain an accurate list of media contacts and make this list available for any meeting
3) Collect quotes, with permission, from members about current issues and send the compilations to the queer media
4) Compile the association's newsletter and authorize it for distribution
5) Authorise press releases and statements for the association
Entertainment Officer 1) Organise the entertainment and street theatre at rallies.
2) Convene the Drama group.
3) Organise a social events to act as dual fundraisers for the association and another QLGBTI friendly group.
4) One fundraiser per year must be a fundraising event for ILGA.
Public Relations Officer 1) Maintain and update the organizations website
2) Shall prepare press statement and make comments on behalf of the organisation
3) Shall maintain and update the egroups and publications of the association to its members
4) Ensure the media is supplied with media statements produced by the association.
5) Maintain an accurate list of media contacts and make this list available for any meeting
6) Collect quotes, with permission, from members about current issues and send the compilations to the QLGBTI media
Refugee Officer 1)
2)
3)
4)
CAAH COMMITTEE
Legal Officer 1) Shall be a lawyer, a law student or a graduate of a University law degree.
2) Convene meetings of the collective.
3) Research, advocate and campaign on issues relevant to legal issues affecting the QLGBTI community and assist other members to do the same;
4) Collect and provide information on matters of legal nature for the rest of the collective where necessary;
5) Provide information to the collective on the interpretation of this constitution;
6) Oversee the provision of legal services or advice by the association to its members or external bodies.
7) Proof all legal correspondence issued by the association.
International Representative 1) Shall coordinate the work of the "International Committee";
2) Familiarise her/himself with ILGA's work and programmes;
3) Attend ILGA conferences or send an apology;
4) Facilitate an agenda item for each meeting on International Issues;
5) Shall be elected from the committee.
CAAH BLUE MOUNTAINS
Convenors 1) Act on the direction of, and to fulfil the responsibilities of the CAAH-BM Membership and the CAAH-BM Objectives on a day to day basis.
2) Be responsible for the organisation of a meeting space and publishing notice of meetings.
3) Act as contact persons.
4) Attend all meetings of CAAH-BM, in the event that Convenor(s) are unable to attend, an apology must be given.
5) Must stay in communication with other Convenor(s).
6) Represent CAAH-BM to and/or on other bodies as and when deemed necessary by the Membership.
7) Be the official spokespersons for CAAH-BM as and when deemed necessary by the Membership.
8) Act as a Signatory on CAAH-BM cheques.
9) Shall ensure that meetings are called subject to the constitution and decisions of their respective collective
10) Shall ensure that a report for the association is produced at the end of each year for the Annual General Meeting.
11) Shall ensure contact is maintained with constituent collectives across the country
12) Shall oversee the management of the collective.
13) Shall report back on the activities of the collective they represent.
14) Shall ensure all minutes of the collective they represent are forwarded to the committee secretary.
15) Shall convene meetings of their constituent collective.
16) Shall skill share the facilitation of their collective's meetings.
17) Shall ensure minutes are taken, publicise them and act as the spokesperson for their collective.
Secretary 1) Shall keep and shall skill share keeping minutes of all collective meetings of the collective they represent by empowering a member to do this task.
2) Shall keep and shall skill share the typing of minutes of each association meeting or empower someone at that meeting to do this task.
3) Shall keep and shall skill share confirming the minutes and ensure the minutes of the collective they represent on the association's web sites by empowering a member to do this task.
4) Shall keep and shall keep a hard copy record of all meeting minutes and ensure that these records shall be ready for tabling at any given meeting of the collective they represent.
5) Shall publish a report at the AGM of the collective they represent.
Treasurer 1) Act on the direction of, and to fulfil the responsibilities of the CAAH-BM Membership and the CAAH-BM Objectives on a day to day basis.
2) Maintain an up to date the CAAH-BM accounts.
3) Keep an accurate record of all CAAH-BM fiscal and material resources.
4) Maintain the CAAH-BM Account.
5) Reimburse those people who require it following a motion passed through a meeting of the CAAH-BM Membership.
6) Act as a Signatory on CAAH-BM cheques.
7) Maintain CAAH-BM petty cash.
8) Keep the Membership informed of CAAH-BM's budget.
9) Shall maintain the necessary records of the collective they represent.
10) This position shall carry the delegated responsibility to approve members of the collective they represent, subject to a decision of the collective and this constitution. This position shall maintain and update a register of current members.
11) The membership officer may not approve a person for membership until that person has paid their annual membership fee for that year. All approved financial members must be added to the register as soon as possible.
12) Shall maintain the finances of the collective they represent.
13) Shall produce a regularly updated budget for each meeting.
14) Shall oversee all expenditure of the collective they represent and ensure none of the rules of this constitution are breached in respect of distribution of finances to members.
15) Present a report detailing the financial activity & state of the collective at each meeting of the collective they represent.
16) Be a co-signatory of all bank accounts of the collective .
17) Ensure that subscriptions of the association and recurring expenses are paid including our membership to ILGA.
18) No money shall be removed from a collectives account without the treasurer being one of the signatories unless the treasurer position is vacant.
19) The treasurer will must be given a receipt, and be satisfied of its authenticity, for any purchase that is to be reimbursed.
Membership Co-ordinator 1) Act on the direction of, and to fulfil the responsibilities of the CAAH-BM Membership and the CAAH-BM Objectives on a day to day basis.
2) Compile and distribute the CAAH-BM e-newsletter on a fortnightly basis.
3) Maintain an accurate record of the CAAH-BM contact list.
4) Maintain an accurate record of current Financial Membership rolls.
5) Ensure that information on becoming a Financial Members and contact lists are available at all CAAH-BM events.
6) Handle all personal information in accordance with the Privacy Act.
Youth Co-ordinator The role is for a young person 24 years old or under who identifies as lesbian, gay, bi, trans or queer and lives in the Lithgow, Blue Mountains or Penrith regions. Manage a youth portfolio, engage in campaigns, activism, community development. Take action on youth issues & encourage young people's engagement, develop a youth focussed web presence. We are particularly interested in building a queer youth social support group in the lower Mountains. The position gives you a broad ability to do what you want, in line with the CAAH-BM Values & Objectives. Be as imaginative & creative as you want. You do not have to do all of the above, but this is an outline of possibilities. The role is there to be fleshed out by you & your interests.