These rules are made under the constitution of Soldiers Point Pubic School Parents and Citizens' Association.
The association is formed for the benefit of the pupils of the school and to that end it will:
The financial year of the association shall close on 31 December each year.
The annual general meeting of the association shall be held in March of each year, in conjunction with and preceding the ordinary general meeting for that month. The agenda of the annual general meeting shall include setting the membership fee of the association for the ensuing year.
A general meeting of the association shall be held on the second Tuesday of each month during term time at 7pm.
Any person eligible for membership may become a member or renew membership by paying the required membership fee of $1 to the Treasurer or nominee of the Treasurer after any general meeting. Membership shall remain current until the close of the annual general meeting in the following year. The Secretary shall be responsible for maintaining an up-to-date register of membership
At a general meeting the quorum shall be in accord with Rule 10 of the constitution. Where the association has a current membership of less than 50, the quorum shall be five members.
If a meeting for which due notice has been given does not achieve a quorum within 15 minutes of the advertised starting time the Secretary shall, or in the absence of a Secretary remaining members of the Executive shall call a further meeting (and failing that any five members of the Association may call a further meeting) with a lapse of not more than 28 days of term time to carry on the business of the association.
In the absence of the Secretary the remaining members of the Executive or any five members of the association may call any meeting that is required, giving due notice of the business proposed for the meeting.
All meetings of the association shall be conducted in accordance with the appropriate By-laws of Federation "Standing Orders for the Conduct of All Meetings". (NOTE: The By-Laws of Federation specifically provide for reference where necessary to N. E. Renton's Guide for Meetings and Organisations.)
The order of business shall follow that for Federation Council, Standing Order IC. Unfinished business on notice at the previous meeting shall be dealt as "IC(c) Matters arising from the Minutes".
As well as the provisions of Federation Standing Order 6 "Notices of Motion", a group of members of the association equal to the quorum for the meeting may require that particular items of new business without notice be placed on notice for the next meeting.
The association may elect representatives who will be responsible to the association in the same way that Federation representatives are responsible to Federation under Section 413 of Federation Policy. Representatives will be required to report on those activities at the subsequent meeting of the association. The association may decide at the time of election what form of reporting is required.
A general meeting of the association may declare any officer who has been absent for three successive meetings, as set out in Federation By-Law 4 (r) (iii), to have vacated their position and to have created a casual vacancy to be dealt with by means of rule 6 of the constitution.
The association must ensure that important and irregular financial decisions are brought to the attention of members and all expenditure, beyond normal running costs, receives majority support from members at a general or special meeting. Any motion to expend association monies must be placed on notice for the meeting at which it is to be considered.
The provision of this rule should not hamper subcommittees from expending those monies necessary for normal running costs. Under the guidelines for incorporation, all funds belong to the association, and expenditure must be authorised by the association. A subcommittee must not expend funds for any purpose outside those allowed by the association. There is nothing, however, to prevent an association setting up a subcommittee to raise funds for some particular goal, or a subcommittee recommending a particular use for the funds it has raised. A subcommittee's powers to expend monies should be as defined by the subcommittee rules.
The association may confer the honour of Life Membership on a member who has made an outstanding contribution to the work of the association. Life Members may attend and speak at meetings but are not entitled to vote or to hold office unless they are also ordinary members in terms of Rule 4 in these rules.