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RESOURCES

What type of Resources do you need to run your Meetings or Club?

RESOURCES

Meeting Resources

  • All of your association meetings must be properly convened in accordance with the Incorporated Associations Act 2015, and your Constitution.

  • There are different kinds of meetings;

  • 1.) General Meetings – deal with general monthly membership approvals and business included in your constitution that needs to be approved and endorsed at the board level.

  • 2.) Annual General Meetings (AGM) - this meeting is where all the members must see the financials of the association and can ask questions to the treasurer.

  • 3.) The Associations Incorporation Act 2015, stipulates that an association must hold an Annual General Meeting once in every calendar year, within 6 months after the end of the association’s financial year.

Management

Meeting Agenda

  • All meetings have an agenda that must be sent out it the invited members that you wish to attend. If it's a board meeting, then just the current board members, or if it's an AGM then all the active financial members. The agenda must be sent out a specific number of days prior to the meeting, this will be stipulated in your constitution. The agenda includes;

  • Apologies
  • Attending/Invited Members
  • Guests (if any)
  • (prior to starting the Chair must confirm a quorum is present)
  • Declaration of conflict of interest
  • Minutes of the previous meeting
  • Matters arising from previous minutes
  • Correspondence
  • Chairperson/Manager/CEO's Report
  • Treasurer/CRO's Report
  • General Business
  • Sample Agenda Template - click here for a template you can use

Member Rights

Did you know that your members all have rights!
Most of these will be outlined in your club's constitution. Members have the right to inspect a copy of the member register, but not remove or copy it (section 53, 35 and 58 of the Incorporated Associations Act 2015). But in order to do so, they must show a valid reason or have a statutory declaration to ensure clarity over the reason for wanting access and to ensure the privacy of the members. Members have the right to receive a copy of the constitution.Some clubs even have a code of conduct, policy and procedure document or rules of conduct guide, these documents outline the acceptable practices and standards that are acceptable and not acceptable by the general membership. There are circumstances where the club may need to suspend or expel a member, including serious criminal conduct, failing to comply with the club’s constitution and bringing the club into disrepute. Generally, the manager has the authority to dismiss the member immediately without explanation, but generally, the matter should be discussed at the board level and the decision made with the backing of the board members. Every person who is expelled however has access to a grievance procedure to have the decision overturned. The member being suspended or expelled has a right to a fair and appropriate hearing and to appeal a decision if the constitution allows.

Free Links

Club Job Descriptions

Free Stuff

Elections

  • Board members are essentially representatives of your club/association. The candidates should want what's best for the association and bring complementary skills to the table.

  • Your constitution will set out the process that you must follow when it's time to have an election. Some organisations have 3 years terms, some are 1 year. Some also require that the board members step aside after two terms to ensure the board changes continually, whereas other boards don't have that rule in their constitution.

  • If you need help managing your election there are plenty of resources available. For associations with more than 10,000 members, we recommend contacting the Western Australian Electoral Commission as they will conduct your election for a fee and cover all the rules for you. However, if you are working to a budget, there are other services that you can use that are relatively low cost. If you want to do it in-house, you can use the model rules resource from the AEC as a guide.

Volunteers

Volunteering WA makes a difference by connecting thousands of volunteers to many community organisations. They provide a range of resources, services and support so that people in Western Australia are aware of, and understand, the nature and scope of volunteer activity. Click on the link below for more details. Volunteering gives you the opportunity to become an active member of your community, while helping others and yourself. Click on Volunteer Now (below) for more information or to volunteer. Volunteering WA Volunteer Now

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Helping the WA community since 1925, The Australian Post-Tel Institute (APIWA) has supported our members & associated clubs to achieve as much as they can to ensure that generations of families continue to thrive and act, belong and commit to a great lifestyle in WA.
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