THE QUEENSLAND NATURALISTS' CLUB INC.
"The poetry of earth
is never dead" - KEATS
THE QUEENSLAND NATURALISTS' CLUB INC.
1.1 The name of the incorporated association shall be The Queensland Naturalists' Club Inc. (Hereafter referred to as "the Club").
2.1 To study all branches of natural history.
2.2. To encourage the preservation and protection of native flora and fauna and their environments.
2.3 To publish worthwhile observations on natural history and to record Club activities.
3.1 The Club shall have the power to take over the funds and other assets and the liabilities of the present unincorporated club known as The Queensland Naturalists' Club (hereafter referred to as the unincorporated club).
3.2 The Club shall have the power to print and publish "The Queensland Naturalist", a Club newsletter ("QNC News") and such occasional publications as the Club may think desirable for the promotion of its objects.
Club shall have the further powers enumerated in sub-clauses
(2)-(17),(19)-(21) and (24) of Clause 3 of the Fourth Schedule to the
Regulations 1982 subject where applicable to Regulation 32(14) of the Collections Regulations 1975.
4.0 CLASSES OF MEMBERSHIP
4.1 Membership shall be open to all persons interested in the objects of the Club.
4.2 The classes of membership of the Club shall be:
(b) Family Ordinary
(d) Special Life
4.3 Description of classes of Membership
(a) An Ordinary Member shall be one normally residing in the area defined as the Brisbane telephone district.
(b) A Family Ordinary membership shall be available to a Family unit residing in the area defined as the Brisbane Telephone District. A Family unit is defined as parent(s) and their children up to the age of 18 years
(c) Life Member. By recommendation of the Council, endorsed at a general meeting, any Member who has rendered notable contribution to knowledge of natural history, or service to the Club, and in the opinion of the Council is worthy of the honour, may be elected a Life Member of the Club.
(d) Special Life Member. Under special circumstances to be determined by the Council, any Member, who has been financial for twenty-five years continuously may be exempt from further subscription, and shall be deemed to be a Special Life Member of the Club.
(e) A Student Member shall be a full time bona fide student over 18 years of age.
(f) A Junior Member shall be a person under 18 years of age.
4.4 The number of Members shall be unlimited, with the exception of Life and Special Life Members, whose numbers shall be limited as determined from time to time by the Council.
5.1 Every person who at the date of incorporation of the Club was a Member of the unincorporated club shall be admitted by the Council to the same class of Membership of the Club as that Member held in the unincorporated club, with the exception that Joint Ordinary and Joint Country memberships become Family Ordinary and Family Country membership. Every Member of the Club who previous to his/her agreeing to become a Member of the Club has paid his/her subscription due on the first day of July 1985 as a Member of the unincorporated club shall not be liable to pay any further sum by way of annual subscription to the Club for the period prior to the first day of July 1986.
5.2 Life and Special Life Members of the unincorporated club shall be deemed to be Life and Special Life Members of the Club. A Life Member shall be admitted to the Club as an Ordinary Member who shall be deemed to be financial in each year without payment of an annual subscription.
6.0 MEMBERSHIP SUBSCRIPTIONS
6.1 The annual subscriptions for the various classes of membership of the Club shall be such as the Council shall from time to time prescribe.
6.2 The Council may prescribe concessional subscriptions within the various classes of membership as it may determine from time to time.
6.3 Members shall be notified of the subscription rates for the following year not less than twenty-one (21) days prior to the due date.
6.4 All annual subscriptions shall become due and payable in advance on the first day of July in every year. A Member shall be deemed unfinancial if his/her subscription is not paid by the last day of September in the same year.
7.0 ADMISSION AND REJECTION OF MEMBERS
7.1 Application to become a Member shall be in writing and shall be accompanied by a fee equal to the subscription applicable to the class of membership applied for. Each application shall be considered by Council which may accept or reject it.
7.2 Applicants become Members from the date of the Council meeting at which their application is approved.
7.3 Names of new Members will be published in the Club's newsletter ("QNC News") following their admission. Unsuccessful applicants will be forthwith notified in writing of such rejection.
8.0 TERMINATION OF MEMBERSHIP
8.1 A Member may resign from the Club at any time by giving notice in writing to the Secretary. Such resignation shall take effect at the time such notice is received by the Secretary unless a later date is specified in the notice when it will take effect on that later date.
8.2 If a Member has membership fees in arrears for a period of twelve months or more the Council shall consider whether such membership should be terminated.
8.3 If a Member:
(a) fails to comply with any of the provisions of these Rules; or
(b) conducts him/herself in a manner considered to be injurious or prejudicial to the character or interests of the Club; the Council shall consider whether his/her membership shall be terminated.
9.0 APPEAL AGAINST REJECTION OR TERMINATION OF MEMBERSHIP
9.1 A person whose application for membership has been rejected or whose membership has been terminated may within one month of receiving written notification thereof, lodge with the Secretary written notice of his/her intention to appeal against the decision of the Council.
9.2 Upon receipt of a notification of intention to appeal against rejection or termination of membership the Secretary shall convene, within three months of the date of receipt by him/her of such notice, a general meeting to determine the appeal. At any such meeting the applicant shall be given the opportunity to fully present his/her case and the Council or those Members thereof who rejected the application for membership or terminated the membership subsequently shall likewise have opportunity of presenting its or their case. The appeal shall be determined by vote of the Members present at such meeting.
9.3 Where a person whose application is rejected does not appeal against the decision of the Council within the time prescribed by these rules or so appeals but the appeal is unsuccessful, the Secretary shall forthwith refund the amount of any fee paid.
10.0 REGISTER OF MEMBERS
10.1 The Council shall cause a Register to be kept in which shall be entered the names and residential addresses of all persons admitted to membership of the Club and the dates of their admission and any other details as deemed necessary by Council.
10.2 The Register shall be open for inspection at all reasonable times by any Member who previously applies to the Secretary for such inspection.
11.0 ANNUAL GENERAL AND GENERAL MEETINGS
11.1 The first general meeting shall be held at such time, not less than one month nor more than three months after the incorporation of the Club, and at such place as the Council may determine.
11.2 Annual General Meeting
(a) The annual general meeting shall be held in February-March of each year.
(b) The business to be transacted at every annual general meeting shall be:
(i) the receiving of the Council's report and the statement of income and expenditure, assets and liabilities and mortgages, charges and securities affecting the property of the Club for the preceding financial year;
(ii) the receiving of the auditor's report upon the books and accounts for the preceding financial year;
(iii) the election of Members of the Council;
(iv) the appointment of an auditor; and
(v) such other business as the Council may determine.
11.3 Special General Meeting
The Secretary shall convene a special general meeting:
(a) when directed to do so by the Council; or
(b) on the requisition in writing signed by not less than one-third of the Members presently on the Council or not less than twenty ordinary Members of the Club. Such requisition shall clearly state the reasons why such a special meeting is being convened and the nature of the business to be discussed thereat; or
(c) on being given a notice in writing of an intention to appeal against the decision of the Council to reject an application for membership or to terminate the membership of any person.
(a) At any general meeting the number of Members required to constitute a quorum shall be twenty (20).
(b) No business shall be transacted at any general meeting unless a quorum of Members is present at the time when the meeting proceeds to business.
11.5 Notice of Meetings
(a) The Secretary shall convene all general meetings of the Club by giving not less than fourteen (14) days notice of any such meeting to the Members of the Club.
(b) The manner by which such notice shall be given shall be determined by the Council; provided that notice of any meeting convened for the purpose of hearing and determining the appeal of a Member against the rejection or termination of his/her membership by the Council, shall be given in writing. Notice of a general meeting shall clearly state the nature of the business to be discussed.
11.6 Conduct of Meetings
Unless otherwise provided by this Constitution, at every general meeting:
(a) the President shall preside as Chairman, or if there is no President, or if he/she is not present within fifteen minutes after the time appointed for holding the meeting or is unwilling to act, a Vice-President shall be the Chairman or if a Vice-President is not present or is unwilling to act then the Members shall elect one of their number to be Chairman of the meeting;
(b) the chairman shall maintain order and conduct the meeting in a proper and orderly manner;
(c) every question, matter or resolution shall be decided by a majority of votes of the Members present or voting by proxy in the prescribed manner;
(d) every Member shall be entitled to one vote and in the case of an equality of votes the Chairman shall have a second or casting vote. No Member shall be entitled to vote at any general meeting if his/her annual subscription is more than three months in arrears at the date of the meeting;
(e) voting shall be by show of hands unless not less than one-fifth of the Members present demand a ballot, in which event there shall be a secret ballot. The Chairman shall appoint two members to conduct the secret ballot in such manner as he/she shall determine and the result of the ballot as declared by the Chairman shall be deemed to be the resolution of the meeting at which the ballot was demanded;
(f) a Member may vote in person or by proxy or by attorney and on a show of hands every person present who is a Member shall have one vote and in a secret ballot every Member present in person or by proxy or by attorney or other duly authorized representative shall have one vote;
(g) the instrument appointing a proxy shall be in writing, in the common or usual form, under the hand of the appointor or his/her attorney duly authorized in writing or, if the appointor is a corporation, either under seal or under the hand of the officer or attorney duly authorized. A proxy shall be a Member of the Club. The instrument appointing a proxy shall be deemed to confer authority to demand or join in demanding a secret ballot;
(h) where it is desired to afford Members an opportunity of voting for or against a resolution the instrument appointing a proxy shall be in the following form or a form as near thereto as circumstances permit:
The Queensland Naturalists' Club Incorporated.
I, ........................ of ......................, being a Member of the above mentioned Club, hereby appoint ....................... of ...................... as my proxy to vote for me on my behalf at the (annual) general meeting of the Club, to be held on the ...... day of ...... 19.. , and at any adjournment thereof.
Signed this ...... day of ...... 19.. .
This form is to be used:
* in favour of )
* against ) the resolution
* Strike out whichever is not desired. (Unless otherwise instructed, the proxy may vote as he/she thinks fit).
(i) the instrument appointing a proxy shall be deposited with the Secretary prior to the commencement of any meeting at which the person named in the instrument proposes to vote; and
(j) the Secretary shall cause full and accurate minutes of all questions, matters, resolutions and other proceedings of every Council meeting and General meeting to be entered in a book to be open for inspection at all reasonable times by any financial Member who previously applies to the Secretary for that inspection. For purposes of ensuring the accuracy of the recording of such minutes, the minutes of every Council meeting shall be signed by the Chairman of that meeting or the Chairman of the next succeeding Council meeting verifying their accuracy. Similarly, the minutes of every General meeting shall be signed by the Chairman of that meeting or the Chairman of the next succeeding General meeting: Provided that the minutes of any annual general meeting shall be signed by the Chairman of that meeting or the Chairman of the next succeeding general meeting or annual general meeting.
12.0 MEMBERSHIP OF THE COUNCIL
12.1 The Council of the Club shall consist of the following officers all of whom shall be Members of the Club:
President, two Vice-Presidents, Treasurer, Secretary, Assistant Secretary, Excursion Secretary, Editor, Newsletter Editor, Librarian, Lanternist, Immediate Past President and up to an additional four (4) Councillors.
12.2 At the annual general meeting of the Club all Members of the Council shall retire from office, but shall be eligible upon nomination for re-election except that the maximum period of consecutive office of President shall be two (2) years.
12.3 The election of officers and other Members of the Council shall take place in the following manner:
(a) any two Members of the Club shall be at liberty to nominate any other Member to serve as an officer or other Member of the Council;
(b) the nomination, which shall be in writing and signed by the Member and his proposer and seconder, shall be lodged with the Secretary at least fourteen days before the annual general meeting at which the election is to take place;
(c) balloting lists shall be prepared (if necessary) containing the names of the candidates in alphabetical order, and each Member present at the annual general meeting shall be entitled to vote for any number of such candidates not exceeding the number of vacancies;
(d) should, at the commencement of such a meeting, there be an insufficient number of candidates nominated, nominations may be taken from the floor of the meeting.
13.0 RESIGNATION OR REMOVAL OF MEMBERS OF THE COUNCIL
13.1 Any Member of the Council may resign from membership of the Council at any time by giving notice in writing to the Secretary. Such resignation shall take effect at the time such notice is received by the Secretary unless a later date is specified in the notice when it shall take effect on that later date. A Member may be removed from office at a general meeting of the Club where that Member shall be given the opportunity to present his/her case. The decision to remove a Council Member shall be determined by the vote of the Members present at the general meeting.
13.2 Any Member of the Council absent without leave from three consecutive meetings, if the Council recommend, shall forfeit his/her seat.
14.0 VACANCIES ON THE COUNCIL
14.1 The Council shall have power at any time to appoint a Member of the Club to fill any casual vacancy.
14.2 Where no quorum exists such Members of the Council as are available may act to increase their numbers or to summon a general meeting but for no other purpose.
15.0 FUNCTIONS OF THE COUNCIL
15.1 Except as otherwise provided by this Constitution and subject to any resolutions of the Members of the Club carried at any general meeting the Council:
(a) shall have the general control and management of the administration of the affairs, property and funds of the Club, and
(b) shall have authority to interpret the meaning of this Constitution and any matter relating to the Club on which the Rules are silent.
15.2 The Council may exercise all the powers of the Club:
(a) to borrow or raise or secure the payment of money in such manner as the Members of the Club may think fit and secure the same or the payment or the performance of any debt, liability, contract, guarantee or other engagement incurred or to be entered into by the Club in any way and in particular by the issue of debentures, perpetual or otherwise, charged upon all or any of the Club's property, both present and future, and to purchase, redeem or pay off any such securities;
(b) to borrow money from Members at a rate of interest not exceeding interest at the rate for the time being charged by bankers in Brisbane for overdrawn accounts on money lent, whether the term of the loan be short or long, and to mortgage or charge its securities, whether outright or as security for any debt, liability or obligation of the Club, and to provide and pay off any such securities; and
(c) to invest in such manner as the Members of the Club may from time to time determine.
16.0 MEETINGS OF THE COUNCIL
16.1 The Council shall meet at least once every two (2) calendar months to exercise its functions.
16.2 A special meeting of the Council shall be convened by the Secretary on the requisition in writing signed by not less than one-third of the Members of the Council. The requisition shall clearly state the reasons why such special meeting is being convened and the nature of the business to be discussed.
16.3 Not less than seven (7) days notice shall be given by the Secretary to members of the Council of any special meeting of the Council. Such notice shall clearly state the nature of the business to be discussed.
16.4 At every meeting of the Council, not less than eight (8) Members elected to the Council shall constitute a quorum.
16.5 Subject as previously provided in this Rule, the Council may meet and regulate its proceedings as it thinks fit. Questions arising at any meeting of the Council shall be decided by a majority of votes and, in the case of equality of votes, the question shall be deemed to be decided in the negative.
16.6 A Member of the Council shall not vote in respect of any contract or proposed contract with the Club in which he/she is interested, or any matter arising therefrom, and if he/she does so vote his/her vote shall not be counted.
16.7 The President shall preside as Chairman at every meeting of the Council, or if there is no President, or if at any meeting he/she is not present within ten minutes after the time appointed for the meeting, a Vice-President shall be Chairman or if a Vice-President is not present the Members may choose one of their number to be Chairman of the meeting.
16.8 If within half an hour from the time appointed for the commencement of a Council meeting a quorum is not present, the meeting, if convened upon the requisition of members of the Council, shall lapse. In any other case it shall stand adjourned to the same day in the next week at the same time and place, or to such other day and at such other time and place as the Council may determine, and if at the adjourned meeting a quorum is not present within half an hour from the time appointed for the meeting, the meeting shall lapse.
16.9 Sub-Committee and Non-Voting Officers
(a) The Council may delegate any of its powers to a sub-committee consisting of such Members of the Club as the Council shall think fit. In the exercise of powers so delegated any such sub-committee shall conform to any regulations imposed on it by the Council.
(b) A sub-committee may elect a Chairman of its meetings. If no such Chairman is elected, or if at any meeting the Chairman is not present within ten minutes after the time appointed for holding the meeting, the Members present may choose one of their number to be Chairman of the meeting.
(c) A sub-committee may meet and adjourn as it thinks proper. Questions arising at any meeting shall be determined by a majority of votes of the Members present and, in the case of equality of votes, the question shall be deemed to be decided in the negative.
(d) The appointment of all sub-committees and non-voting officers shall terminate at the next Annual General Meeting unless terminated by the Council at an earlier date.
16.10 Validation of Acts
Unless otherwise decided by Council all acts done by any meeting of the Council or of a sub-committee or by any person acting as a Member of the Council, shall, notwithstanding that it is afterwards discovered that there was some defect in the appointment of any such Member of the Council or person acting as aforesaid, or that the Members of the Council or any of them were disqualified, be as valid as if every such person had been duly appointed and was qualified to be a Member of the Council.
16.11 Resolution in Writing
A resolution in writing signed by all Members of the Council for the time being entitled to receive notice of meeting of the Council shall be valid and effectual as if it had been passed at a meeting of the Council duly convened and held. Any such resolution may consist of several documents in like form, each signed by one or more Members of the Council.
17.1 The Council may from time to time make, amend and repeal by-laws, not inconsistent with these Rules, for the internal management of the Club. Any by-laws may be set aside by a general meeting of Members.
18.0 ALTERATION OF RULES
18.1 Subject to the provisions of the Associations Incorporation Act 1981 these Rules may be amended, rescinded or added to from time to time by a special resolution carried at any general meeting. Such amendment, rescission or addition shall not come into force in these Rules unless approved by the Minister for Justice and Attorney-General, Brisbane.
19.0 COMMON SEAL
19.1 The Council shall provide for a Common Seal and for its safe custody. The Common Seal shall only be used by the authority of the Council and every instrument to which the seal is affixed shall be signed by a Member of the Council and shall be countersigned by the Secretary or by a second Member of the Council or by some other person appointed by the Council for the purpose.
20.0 FUNDS AND ACCOUNTS
20.1 The funds of the Club shall be deposited in the name of the Club with such banks and financial institutions as the Council from time to time shall direct.
20.2 Proper books and accounts shall be kept and maintained in written, electronic or printed form in the English language showing correctly the financial affairs of the Club and particulars usually shown in books of a like nature. All records are to be appropriately archived and stored separately from the working copies.
20.3 All monies shall be deposited as soon as practicable after receipt thereof.
20.4 All payments greater than $100 shall be made by cheque or electronic funds transfer. A negotiable instrument issued by the Club shall be signed by any two of the following Club members (a) the President; (b) the Secretary; (c) the Treasurer; (d) another Member approved from time to time by the Council.
20.5 Cheques shall be crossed "not negotiable" except those in payment of wages, allowances, or petty cash recoupments which may be open.
20.6 The Council shall determine the amount of petty cash which shall be kept on the imprest system.
20.7 All expenditure shall be approved or ratified at a Council meeting.
20.8 As soon as practicable after the end of each financial year the Treasurer shall cause to be prepared a statement containing particulars of:
(a) the income and expenditure for the financial year just ended;
(b) the assets and liabilities and of all mortgages, charges and securities affecting the property of the Club at the close of that year.
20.9 All such statements shall be examined by the auditor who shall present his report to the Secretary prior to the holding of the annual general meeting next following the financial year in respect of which such audit was made.
20.10 The income and property of the Club wheresoever derived shall be used and applied solely in promotion of its objects and in the exercise of its powers as set out herein and no portion thereof shall be distributed, paid or transferred directly or indirectly by way of dividend, bonus or otherwise by way of profit to or amongst the Members of the Club provided that nothing herein contained shall prevent the payment in good faith of interest to any such Member in respect of monies owing by the Club to him/her or of remuneration to any officers or servants of the Club or to any Member of the Club or other person in return for any services actually rendered to the Club provided further that nothing herein contained shall be construed so as to prevent the payment or repayment to any Member of out-of-pocket expenses, money lent, reasonable and proper rent for premises demised or left to the Club.20.11 Gift funds pursuant to Income Tax Assessment Act 1936 – (78AB)
7) EXCURSION/CAMPING RULES AND COLLECTING CONDITIONS
are expected to give full
cooperation at all times to the Club Excursion Secretary and/or
Excursion/Camp Leader appointed to organise excursions. This
includes registering with the leader and giving contact details.
Participants are responsible for their own safety e.g. first aid kit,
suitable clothing, water etc.
B) Neither the Club nor any of its Councillors or delegates accept responsibility for damage or loss to participants, or to their property, when participating in any excursion.
C) Campsites, other venues and associated facilities must be left clean and tidy. All rubbish generated anywhere, including stopping places during walks, must be properly disposed of using camp facilities or taken home.
On private property:- All gates must be left open or closed as found. Disturbance of farm or domestic animals must be avoided. The privacy and property of the host must be respected, including non-wasteful use of water. Vehicles must be driven only on made roads or tracks unless otherwise instructed.
If the slightest twinge of conscience occurs, DON”T DO IT!
D) All human waste must be buried, at least 15cm deep and well away from tracks, campsites, watercourses and drainage channels. Camp toilets must be used when provided.
Bathing or washing of cooking equipment or clothes must always be done well away from streams and lakes and dams. Waterways, including dry ones, must be kept free of all pollutants like soap, detergents, shampoo and food scraps.
E) Fires must only be lit if permitted by the landowner and local authorities. Every precaution must be exercised to prevent the spread of any fires. The fireplace area should be restored as far as possible to the original condition. Using fuel stoves minimises the risk of bushfires and reduces environmental degradation. Local Authority fire bans must be obeyed.
F) Attendance of children is encouraged. They must be supervised. This is a parental responsibility.
G) No pets are to be taken on excursions.
H) Radios etc. must not be audible to other participants.
I) When travelling in convoy each driver must make themselves aware of the final destination. Each vehicle in turn must wait for the following vehicle at all turn-offs. Speed limits must be observed.
J) Participants who wish to leave the group must advise the leader or another responsible person of their intentions.
I) Collection of specimens: Members must observe Local, State and Federal laws concerning the collection of specimens, that is, no specimens shall be taken in National Parks or State Forests without an official permit. No flora or fauna listed in the Queensland Nature Conservation Act , shall be taken on any areas of Crown Land without an official permit. On private property, permission to collect must be obtained from the owner.
Where permits have been obtained and collecting is undertaken, it should be carried out discreetly, and not in sight of the public.
Care should be taken at all times not to cause unnecessary disturbance to flora and fauna.