To meet at nominated locations twice per year for exchange of ideas,
and for a better understanding of the place in the community of each
To provide a forum for discussion on all matters that may be of interest
in overall management and presentation of an Eisteddfod in any particular
To acknowledge the absolute autonomy of each separate Society, and not to
impose any restrictions, rules or recommendations that would in anyway affect
To provide a social arena at which members with mutual interests may meet
and exchange thoughts and ideas.
With the limits of the above clauses to do all things, necessary for the
advancement of the Eisteddfodau of Australia, to acknowledge the dignity of
each member group, and as far as possible by mutual understanding and
discussion promote the worth and place in the community of each Eisteddfod.
To provide a united front for matters of grave concern to the well-being of
Eisteddfodau, and represent the views of the members as established at its
The Association is neither formed nor conducted for the purpose of trading
or securing a profit to the members of any grade. The income of the
Association, however derived shall be applied solely to promotion of its
Member Societies to be Eisteddfodau and similar organisations.
At each meeting a decision shall be made as to the location of the next
meeting. The host member Society will provide a minute secretary for
such meeting and the Association President or their nominee will chair
Meetings should be held on a Saturday and/or Sunday. The host member
should provide for a light luncheon in a suitable location.
Meetings should be as informal as possible, under the control of the
Chairperson. Members may be granted extra time if there is a disclosed
need for further consultation on any matters.
To meet any incidental costs each Society will contribute such amount
determined by the meeting from time to time, to a petty cash fund
administered by the Treasurer. The financial year to end on the 31st
of December each year.
There shall be elected a President, Vice-President, Secretary,
Treasurer and Public Officer, who may hold office until the following
Annual Elections and be eligible for re-election.
The Secretary shall draw up an agenda for each meeting from items
submitted by member groups and distribute same fourteen days prior to
the meeting. Minutes from each meeting to be distributed within 30 days
after the meeting.
Each Society should nominate one voting member to each meeting who
shall have the power to vote on matters raised at the meeting, however
any member of the Member Societies may attend all meetings and enter
freely into all matters that require discussion.
The Annual General Meeting to be held at the March meeting each year.
The Association may be dissolved by the majority vote at an
extra-ordinary meeting convened on the requisition of three-quarters
of the member Societies at the time of the meeting.
If upon the winding up of the Association there shall remain, after
the satisfaction of all its debts and liabilities any assets whatsoever,
the same shall not be paid or distributed among any individual person,
member or otherwise, but shall be equally divided among the Societies
who are members at the time of the meeting.
In these rules, unless the contrary intention appears"-
"Committee" means the Committee of Management of the Association.
"Financial year" means the year ending December 31st.
"General Meeting" means a general meeting of member Societies convened
in accordance with Rule 12.
"Member" means a member society of the Association.
"Ordinary Member of the Committee" means a member of the Committee who is
not an officer of the Association under Rule 22.
"The Act" means the Associations Incorporation Act 1981. (of Victoria.)
"The Regulations" means regulations under the Act.
In these Rules, a reference to the secretary of an Association is a reference"-
where a person holds office under theses rules as secretary of the Association - to that person; and
in any other case, to the public officer of the Association.
Words of expressions contained in these rules shall be interpreted in accordance with
the provisions of the interpretation of Legislation Act 1984 and the Act as in force from time to time.
Membership of the Association is open to any recognized Eisteddfod Society or other
organization with the same aims to Eisteddfod societies
Membership is enacted by the secretary of the Association forwarding a written
invitation to Eisteddfod Societies to join the Association together with notification
of annual fee as set by the last annual general meeting.
The secretary shall upon receipt of the annual subscription enter the name of the member
society on the register kept by him/her and upon the name being so entered to the society
becomes a member of the Association.
A right, privilege or obligation of a member society by reason of its membership of the
is not capable of being transferred to another society
Terminates upon the cessation of the society's membership
whether by resignation or otherwise.
The secretary shall keep and maintain a register of member societies in which shall
be entered the full name, address and date of entry of each member society and the
register shall be available for inspection by members at the address of the Public
A member of the Association who has paid all moneys due and payable by them to the
Association may resign from the Association by first giving one months notice in
writing to the secretary of their intention to resign and upon the expiration of
the period of notice, the member society shall cease to be a member.
Upon the expiration of a notice given under sub-clause (1), the secretary shall make
in the register of members an entry recording the date on which the member by whom
the notice was given, ceased to be a member.
In the event of any member society being considered, as having acted in a manner that
may be detrimental to the work of the Association, the secretary shall write to such
member society setting out: -
requesting the resignation of such society if the complaint is justified.
Requesting an explanation from such society if the complaint is considered not
Requesting a reply in either case within 6 weeks of the date on letter.
On receipt of such letter of explanation the secretary shall forward a copy of same
to all member societies requesting a reply within 6 weeks indicating whether or not
they accept such explanation.
On receipt of replies the secretary shall write to the member society concerned and
inform them of the Association decision.
If the decision is in the negative the secretary shall make an entry in the register
recording the date on which the member society concerned ceased to be a member of the
All general meetings other than the annual general meeting shall be called special
The Committee may, whenever it thinks fit convene a special general meeting of the
Association and, where, but for this sub-clause, more than 15 months would elapse
between annual general meetings, shall convene a special general meeting before the
expiration of the period.
The Committee shall, on the requisition in writing of members representing not less
than 5% of the total number of members, convene a special general meeting of the
The requisition for a special general meeting shall state the objects of the meeting
and shall be signed by the members making the requisition and be sent to the address
of the Secretary and may consist of several documents in like form, each signed by
one or more of the members making the requisition.
If the Committee does not cause a special general meeting to be held within one month
after the date on which the requisition is sent to the address of the Secretary, the
members making the requisition, or any of them, may convene a special general meeting
to be held not later than 3 months after that date.
A special general meeting convened by members in pursuance of these rules shall be
convened in the same manner as nearly as possible as that in which those meetings are
convened by the Committee and all reasonable expenses incurred in convening the meeting
shall be refunded by the Association to the persons incurring the expenses.
The Secretary of the Association shall, at least 14 days before the date fixed for
holding a general meeting of the Association, cause to be sent to each member society
of the Association at the address appearing in the register of members, a notice by
pre-paid post stating the place, date and time of the meeting and the nature of the
business to be transacted at the meeting.
No business other that that set out in the notice convening shall be transacted at
A member society desiring to bring any business before a meeting may give notice of
that business in writing to the secretary, who shall include that business in the
notice calling the next general meeting after the receipt of the notice.
All business that is transacted at a special general meeting and all business that is
transacted at the annual general meeting with the exception of that specially referred
to in these rules as being the ordinary business of the annual general meeting shall
be deemed to be special business.
No item of business shall be transacted at the general meeting unless a quorum of members
entitled under these rules to vote is present during the time when the meeting is
considering that item.
Five (5) member societies personally present (being members entitled under these rules to
vote at a general meeting) constitute a quorum for the transaction for the business of a
If within half and hour after the appointed time for the commencement of a general meeting,
a quorum is not present the meeting shall be dissolved and may continue as an informal
The host society for each meeting shall provide a minute secretary.
The chairperson being the President of the association or their nominee.
The Chairperson of a general meeting at which a quorum is present may, with the consent
of the meeting, adjourn the meeting from time to time and place to place, but no business
shall be transacted at an adjourned meeting other than the business left unfinished at the
meeting at which the adjournment took place.
Where a meeting is adjourned for 14 days or more, a like notice of the adjourned meeting
shall be given as in the case of the general meeting.
Except as provided in sub-clauses (1) and (2), it is not necessary to give notice of an
adjournment or of the business to be transacted at an adjourned meeting.
A question arising at a general meeting of the Association shall be determined on the show
of hands and unless before or on the declaration of the show of hands a poll is demanded,
declaration by the Chairperson that a resolution has, on a show of hands, been carried
unanimously or carried by a particular majority or lost, and an entry to that effect in
the Minute Book of the Association is evidence of the fact without proof of the number or
proportion of the votes recorded in favour of, or against, that resolution.
Upon any question arising at a general meeting of the Association, a member society
has one vote only.
All votes shall be given personally or by proxy.
In the case of equality of voting on a question, the Chairperson of the meeting is
entitled to exercise a second or casting vote.
If at a meeting a poll on any question is demanded by not less than three member societies,
it shall be taken at that meeting in such a manner as the Chairperson may direct and the
resolution of the poll shall be deemed to be a resolution of the meeting on the question.
A poll that is demanded on the election of a Chairperson or on the question of adjournment
shall be taken forthwith and a poll that is demanded on any other question shall be taken
at such time before the close of the meeting as the Chairperson may direct.
A member society is not entitled to vote at any general meeting unless all moneys due and
payable to the Association have been paid, other than the amount of the annual subscription
payable in respect of the current financial year.
Each member society shall be entitled to appoint another member society as their proxy by
notice given to the secretary no latter than 24 hours before the time of the meeting in
respect of which the proxy is appointed.
The notice appointing the proxy shall be in the form set our in Appendix 2. (Model Rules)
All member societies constitute the Committee of management and the affairs of
the Association shall be conducted by the member societies present at each
meeting and where applicable by proxy of members unable to attend meetings.
The officers of the Association shall be: -
The provisions of Rule 24 so far as they are applicable and with the
necessary modifications, apply to and in relation to the election of
persons to any of the offices mentioned in sub-clause (1).
Each officer of the Association shall hold office until the annual
general meeting next after the date of his/her election but is eligible
In the event of a casual vacancy in any office referred to in sub-clause
(1) the Committee may appoint one of its members to the vacant office and
the member so appointed may continue in office up to and including the
conclusion of the annual general meeting next following the date of his/her
All Committee to be presently a member of a member society during the year
of their holding office.
Subject to section 23 of the Act, the Committee shall consist of: -
The committee shall meet at least 2 times in each year at such place and such times
as the Committee may determine.
The President or any 4 of the member societies of the Committee may convene special
meetings of the Committee.
Notice shall be given to members of the Committee of any special meeting specifying
the general nature of the business to be transacted and no other business shall be
transacted at such a meeting.
Any five- (5) member societies of the Committee constitute a quorum for the transaction
of the business of a meeting of the Committee.
No business shall be transacted unless a quorum is present and if within half an hour
of the time appointed for the meeting a quorum is not present the meeting shall lapse
but may continue as an informal discussion.
At meetings of the Committee: - The host society will provide a minute secretary and
the Association President, or their nominee will chair the meeting.
Questions arising at a meeting of the Committee or of any sub-committee appointed by
the Committee shall be determined on a show of hands or, if demanded by a member, by
a poll taken in such manner as the person presiding at the meeting may determine.
Each member society present at a meeting of the Committee or of any sub-committee
appointed by the Committee (including the person presiding at the meeting) is entitled
to one vote and, in the event of equality of votes on any question, the person presiding
may exercise a second or casting vote.
Written notice of each committee meeting shall be served on each member society of the
Committee by delivering it by prepaid post at least 14 days before the meeting.
The secretary of the Association shall keep minutes of the resolutions and
proceedings of each general meeting and each committee meeting in books provided for that purpose, together with a record of the names of persons present at committee meetings.
Two designated officers of the Association shall sign all cheques, drafts, bills
of exchange, promissory notes, and other negotiable instruments. The funds of the
Association shall be derived from annual subscriptions, donations and such other
sources as the Committee determines.
The Common Seal of the Association shall be kept in the custody of the secretary.
The Common Seal shall not be fixed to any instrument except by the authority of
the Committee and the affixing of the Common Seal shall be attested by the
signatures either of two members of the Committee or of one member of the Committee
and of the Public Officer of the Association.
A notice may be served by or on behalf of the Association upon any member society
either personally or by sending it by post to the member society address shown in
the Register of Members.
Where a document is properly addressed pre-paid and posted to a person as a letter,
the document shall, unless the contrary is proved, be deemed to have been given to
the person at the time at which the letter would have been delivered in the ordinary
course of post.
The Association may be dissolved by the majority vote at an extra-ordinary meeting
convened on the requisition of three-quarters of the member societies at the time
of the meeting.
If upon the winding up of the Association there shall remain, after the satisfaction
of all its debts and liabilities any assets whatsoever, the same shall not be paid
or distributes among any individual person, member or otherwise, but shall be equally
divided among the societies who are members at the time of the meeting.