Constitution of the Institute of Australian Geographers Incorporated
(As Amended and Approved 13 July 2018)
1.1 The name of the association shall be the Institute of Australian Geographers Incorporated.
2.1 The objects of the Institute are:
(a) to promote the study and practice of geography in Australia;
(b) to advance the study and practice of Australian geography internationally;
(c) to hold and sponsor meetings, symposia, conferences or other gatherings, to present, discuss and disseminate geographical studies and research;
(d) to undertake or assist in the publication and dissemination of geographical studies and research by way of a Journal and other means;
(e) to represent the interests of geography in Australia;
(f) to co-operate with other organizations having kindred purposes.
3.1 The Institute shall consist of members and such honorary members as the Council may from time to time elect.
3.2 Membership of the Institute shall be open to any person who supports its objects.
3.3 Election to membership shall not become effective until payment of the appropriate subscription.
3.4 A directory of all members shall be kept as a record of the full name and address of each member.
3.5 All members shall be bound by the Constitution of the Institute.
3.6 The Council shall have the power to refuse any membership application and deprive any member of membership in the Institute for cause.
3.7 The Council may elect as Honorary members persons who have given distinguished service to the Institute or to furthering the Institute’s objects.
4.1 The annual subscriptions for members shall be increased in accordance with the CPI annually, and as determined from time to time by the General Meeting of the Institute. Payment of the subscription shall entitle members to receipt of the Journal and other materials of the Institute as determined by Council.
4.2 Subscriptions may be set at different levels for different classes of member.
4.3 The duration of the membership subscription will be calculated using a rolling term of one or three years, so that membership fees become due 12 or 36 months from the date of becoming a member or from the date of last renewal. Members who fail to pay the appropriate subscription within 90 days of the date of renewal shall be deemed to be unfinancial. If the subscription remains unpaid after one year Council may remove the name of the unfinancial member from the directory of members or otherwise deal with the case as it deems fit.
5.1 Meetings, symposia, conferences or other gatherings at which papers embodying the results of geographical research will be presented shall be held at such times and places as the Council shall decide.
5.2 In addition to any other meetings it holds, the Institute must hold an Annual General Meetings once in each calendar year, within the period of 5 months beginning at the end of the Institute’s most recently ended financial year. The quorum at a General Meeting shall be fifteen members of the Institute. At least three months notice of such a meeting shall be given.
5.3 At each General Meeting the members shall appoint an Auditor who is not a member or the Public Officer of the Institute.
5.4 Any casual vacancy of the position of Auditor shall be filled by an appointment by the Council.
5.5 Except as otherwise provided by the Constitution all questions before a General Meeting shall be decided by a majority of the votes of the financial members present, the Chair having a deliberative, and in the case of equality of voting, a casting vote.
6. COMPOSITION OF THE COUNCIL
6.1 The business of the Institute shall be conducted by a Council of financial members consisting of a President, two Vice-Presidents one of whom shall be the Immediate Past President and the other shall be the President Elect, an Honorary Secretary, an Honorary Treasurer, an Honorary Membership Secretary and four Councillors, at least one of whom will be elected from among members of the Institute who are postgraduate students. The Honorary Editor of the Journal and the Honorary Editor of the Newsletter shall be members of the Council with voting rights.
The President shall hold office until the second succeeding General Meeting, and shall not be eligible for immediate re-election.
The Vice-Presidents shall hold office until the second succeeding General Meeting after their election.
The Honorary Secretary, the Honorary Treasurer and the Honorary Membership Secretary shall hold office until the second General Meeting after their election, and shall be eligible for immediate re-election to office.
Councillors shall hold office until the second succeeding General Meeting following election, and shall be eligible for immediate re-election as Councillors but with a maximum period of continuous office up to the fourth succeeding General Meeting after their initial election.
6.2 The Council shall appoint the Honorary Editor of the Journal and the Honorary Editor of the Newsletter. Other Honorary Editors may be appointed by Council but such Editors will not have voting rights on Council.
6.3. For these rules, a vacancy in the office of a member of the committee happens if the member—
(a) dies; or
(b) ceases to be a member of the Institute; or
(c) resigns the office; or
(d) is removed from office under section 17 (Removal of committee members); or
(e) becomes bankrupt or personally insolvent; or
(f) suffers from mental or physical incapacity; or
(g) is disqualified from office under the Associations Incorporation Act 1991 (ACT), section 63 (1); or
(h) is subject to a disqualification order under the Associations Incorporation Act 1991 (ACT), section 63A; or
(i) is absent without the consent of the committee from all meetings of the committee held during a period of 6 months.
7.1 The Secretary shall invite nominations from financial members to fill positions of retiring members not later than twelve weeks before the General Meeting, and shall circulate such nominations after a closing date which shall be not later than six weeks before the General Meeting.
Financial members of the Institute shall have the right to propose candidates in writing up to the closing date, and such proposals shall be signed by the proposer and seconder and shall carry the signature of the nominee indicating willingness to act.
In the event of insufficient nominations being received by the closing date the Council shall itself nominate financial members as Councillors and circulate such names before the General Meeting.
7.2 Council shall appoint a Returning Officer for each ballot for election to Council and shall announce the address at which ballot papers will be received. Ballot papers shall be in the hands of the Returning Officer not later than the opening of the General Meeting and ballot papers received after this time shall be invalid.
7.3 Election for the Offices of Vice-President, Honorary Secretary, Honorary Treasurer and Honorary Membership Secretary shall be by simple majority. Election of the four Councillors, one of whom shall be a postgraduate student member of the Institute, shall be by such system of voting as the Council shall from time to time determine.
7.4 The President Elect shall succeed to the office of President as provided above with confirmation of the General Meeting.
8. POWERS OF THE COUNCIL
8.1 The Council with regard to this Constitution shall conduct the affairs of the Institute.
8.2 The Officers of the Institute shall perform such duties as the Council may assign to them.
8.3 The Council shall have the power to fill casual vacancies until the next General Meeting.
8.4 The Council shall from time to time determine the investment of the monies in such a manner as deemed appropriate to the interests of the Institute.
8.5 The Council shall appoint a Public Officer who is resident in the Australian Capital Territory (ACT) who shall undertake such duties as are required by the Associations Incorporations Act 1991 (ACT). If that office at any time becomes vacant the Council shall appoint within fourteen days after it becomes vacant a person resident in the ACT to fill the vacancy.
The Public Officer shall keep a directory of all financial members.
8.6 The Council may from time to time delegate such functions and authorities as it may think fit to sub-committees or to appointed officers. The Council may revoke any such delegation.
8.7 The Council shall meet not less than once in each calendar year, but urgent business may also be transacted by other means providing all members of Council are informed of such transactions. A quorum of a meeting of Council shall be five members, of whom one must be the President or Vice-President, and one the Honorary Secretary or Honorary Treasurer. The President or the Vice-President in the chair shall have a casting vote.
9. BANKING AND FINANCE
9.1 The Council shall cause to be kept proper records and books of account showing the transactions, assets and liabilities of the Institute from which income and expense accounts and balance sheets may be prepared from time to time and at the end of the Institute’s financial year.
9.2 The financial year shall end on the thirty-first day of December and a properly audited financial statement shall be presented to the Council meeting following the close of each financial year and shall be submitted for ratification at the next General Meeting.
9.3 The Honorary Treasurer shall supervise the keeping of all records and books of account of the Institute in such form and manner as the Council may direct.
9.4 The Honorary Treasurer shall on behalf of the Institute supervise the receipt of all monies paid to the Institute and shall ensure the issuing of all official receipts therefore.
9.5 The Honorary Treasurer shall cause to be opened with such bank as the Council selects a bank account in the name of the Institute into which all monies received shall be paid as soon as possible after receipt thereof.
9.6 Except with the authority of the Council, no payment exceeding such sum as Council may determine from time to time shall be made from the funds of the Institute otherwise than by cheque, electronic or other formal means drawn on the Institute’s bank account.
9.7 Cheques shall be drawn ‘to order’ and crossed ‘not negotiable’.
9.8 All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments drawn on behalf of the Institute shall be signed by any one of the following members of Council namely the President, a Vice-President and the Honorary Treasurer; or, in the instance of any sub-committee created by Council, that sub-committee may operate subordinate records and books of account under the supervision of the Honorary Treasurer and within the terms of clause 10.1, and may issue cheques relating to a subordinate account of the Institute and up to a value determined by the Council with one signatory to consist of such member or members of the sub-committee as the sub-committee may nominate for that purpose with the approval of Council.
10.1 No member of the Institute, or member of the Council or any sub-committee, or any appointed officer shall be liable for any claim whatsoever, monetary or otherwise, in the event of any action against the Institute. This includes claims by persons whether they be members or non-members.
11. SEAL OF THE INSTITUTE
11.1 The seal of the Institute shall be a rubber stamp bearing the name “Institute of Australian Geographers Incorporated” encircling the word “seal”.
11.2 The seal of the Institute shall not be affixed to any instrument except by the authority of the Council of the Institute and shall be attested to by the signatures of any two of the following members of Council, namely the President, a Vice-President and the Honorary Secretary.
11.3 The seal shall remain in the custody of the Public Officer.
12. AMENDMENTS TO THIS CONSTITUTION
12.1 Any motion to alter the Constitution shall be sent to the Honorary Secretary in writing over the signatures of not fewer than five members not less than eight weeks before the date of a General Meeting. Such a proposal for alteration shall be circulated forthwith to members by the Honorary Secretary.
12.2 The order in which proposed amendments to the Constitution shall be dealt with shall be decided by the Council.
12.3 Any motion to alter the Constitution shall be discussed at the General Meeting following its circulation. It shall be declared adopted by the Chair if in its original or amended form it receives the affirmative votes of those present and entitled to vote.
12.4 Any amendment to the Constitution resolved by a General Meeting shall take effect from the date on which the provisions of the Associations Incorporations Act 1991 (ACT) have been complied with unless it is expressed to take effect at some subsequent date in which event it shall commence to take effect as from the subsequent date so specified.
12.5 The Public Officer shall be responsible for ensuring appropriate communication with the ACT Office of Regulatory Services concerning any amendments to the Constitution or any changes to the objectives, functions or nature of the Institute which may contradict the terms of the Constitution.
13. DISSOLUTION OF THE INSTITUTE
13.1 The Institute may be wound up voluntarily whenever a resolution is passed by a two-thirds majority requiring the Institute to be wound up or dissolved at a Special General Meeting of the Institute called for this purpose.
13.2 The Public Officer must inform each member of the Institute in writing with at least three months notice of such a Special General Meeting.
13.3 Upon winding up or dissolution of the Association after the satisfaction of all its debts and liabilities any monies or property whatsoever remaining shall not be paid or distributed among the members or its appointed officers but shall be given or transferred to some other body or association having objects similar to those of the Institute as determined by a two-thirds majority of the members of the Institute and subject to the provisions of the Associations Incorporations Act 1991 (ACT).
14. NON-PROFIT OPERATION
14.1 The assets and income of the organisation shall be applied solely in furtherance of its above-mentioned objects and no portion shall be distributed directly or indirectly to the members of the organisation, except as bona fide compensation for services rendered or expenses incurred on behalf of the organisation.
15. INSPECTION OF BOOKS
15.1 On the request of an Institute member, the Institute must give the member—
(a) a copy of a current statement of the objects of the Institute;
(b) a copy of the rules of the Institute currently in force; or
(c) a copy of the deeds of any trust relevant to the Institute.