CONSTITUTION of the GOLD COAST
AMATEUR RADIO SOCIETY
INCORPORATED
Revised 27 June 2026
1. Interpretation
1. In these rules –
Act means the Associations Incorporation Act 1981.
present –
a. at a management committee meeting, see rule 23(6); or
b. at a general meeting, see rule 34(2).
2. A word or expression that is not defined in these model rules, but is defined in the Act
has, if the context permits, the meaning given by the Act.
2. Name
1. The name of the incorporated association is the, Gold Coast Amateur Radio Society
Incorporated – (hereafter called the “Association”)
3. Objects
1. The objects of the Association are:
a. the Association is not for profit;
b. the general association of persons interested in the promotion, operation, and
advancement of Amateur Radio, electronics, and allied technical hobbies. This
includes, but is not limited to, radio communications, hardware and software
engineering, and modern electronic-based experimentation such as robotics,
microcontrollers, and the Internet of Things (IoT);
c. the provision of a centre of information, instruction and advice on all matters in
the field of electronics
d. to foster the gaining by members of amateur radio transmitting licences or other
certificates or awards of proficiency, or in recognition of achievements in the field
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Page 1of electronics, particularly in relation to radio communication
e. to provide for its members the privileges, benefits and conveniences usually
f. flowing from the association of people with common interests
to grant, issue, authorise, amend, cancel or revoke any certificates, awards,
diplomas, prizes or other recognitions of achievement related to the
advancement of members or of the Association,
g. the Association is not for profit, to evaluate the effect of any laws and policies,
and any proposed amendments to them, upon the pursuit by members of their
interests in electronics, and where it is so resolved by a general meeting, to
originate and to promote by any lawful means any reforms, proposals or
determinations as would secure such an operation of the laws and policies as
would be most conducive to the advancement of the members of the Association.
h. to provide educational pathways, mentorship, and community facilities to
empower the community in the fields of Science, Technology, Engineering,
Mathematics (STEM), and related disciplines, including but not limited to robotics,
computing, digital networking, rapid prototyping, software development, and
future emerging technologies.
i. to build, maintain, and deploy communications networks, data infrastructure, and
related technical assets to assist the community, including but not limited to
amateur radio services, disaster resilience, emergency response, and operational
support for public community events and partner organisations.
4. Powers
1. The Association has the powers of an individual.
2. The Association may, for example
a. enter into contracts; and
b. acquire, hold, deal with and dispose of property; and
c. make charges for services and facilities it supplies; and
d. do other things necessary or convenient to be done in carrying out its affairs.
3. The Association may also issue secured and unsecured notes debenture and debenture
stock for the Association.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Classes of Members
1. The membership of the Association shall consist of the following core classes:
a. Social Member (Non-Voting);
b. Amateur Operator (Voting);
c. Standard Facility User (Non-Voting);
d. Keyholder (Voting);
e. Corporate (Non-Voting);
f. Honorary (Non-Voting); and
g. Life (Voting).
2. Grandfathered Classes: Any member holding an Ordinary, Concession, Family, or
Associate membership as of the adoption of these amended rules shall retain their
membership class and associated voting rights (if any). These grandfathered classes are
permanently closed to new applications and will have the same general rights as the
Amateur Operator member class.
3. The number of honorary members shall not exceed 5% of the subscribing members –
honorary membership shall last for one year, but may be renewed thereafter.
4. In Class (e) – only one Life Membership can be granted annually.
5. If a member of any class is under 18 years of age, they may not vote and are not eligible
for election to Management Committee positions.
6. Repealed
7. The Management Committee may, from time to time, create, define, and remove
additional classes of non-voting members as required for the operational and
promotional benefit of the Association, without requiring a vote at a general meeting.
8. Where the term “ordinary member” appears elsewhere in these rules, it shall be taken to
mean any member holding a class of membership that carries voting rights.
9. Special Provisions for Keyholder Class:
a. Approval of any application for Keyholder membership is at the absolute
discretion of the Management Committee, which may impose prerequisite
conditions for eligibility (such as minimum tenure) via Association By-laws.
b. The Management Committee reserves the right to immediately revoke Keyholder
status and downgrade the member to an Amateur Operator or Standard Facility
User class if the member breaches facility rules, poses a security risk, or is
deemed unfit to hold unescorted access. In such cases, a pro-rata refund of the
fee difference may be issued at the committee’s discretion.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
New Membership
1. A “new” application for membership of the Association, must be
a. in writing,
b. on the Form supplied,
c. signed by the applicant,
d. proposed by 1 member of the association (the proposer) and seconded by
another member of the association (the seconder), and must
e. read and agree to abide by the Association’s By-laws,
f. Pay their annual membership fee relative to the type of membership.
7. Membership Renewals
1. All members – including Life Members – must advise of any changes to their membership
details annually, (Eg call sign, address, email address, phone number etc.)
a. in writing or,
b. on the Form supplied, and send it to
c. the Secretary prior to their annual membership anniversary date.
2. The Secretary will upon receipt of,
a. a correctly completed application, and
b. the membership fee for the class of membership, (Life members are fee exempt)
c. notify the member of their membership renewal.
3. Incorrectly completed renewals will be returned along with any attached fees.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Membership Fees
1. The membership fee for each type of membership –
a. The annual membership fee for all voting membership classes shall be
determined by the Management Committee, provided that any annual increase
does not exceed 5% or the Consumer Price Index (CPI), whichever is higher. Any
fee increase above this threshold must be approved by the members at a general
meeting.
b. The annual membership fee for all non-voting membership classes shall be set,
adjusted, or waived at the absolute discretion of the Management Committee.
c. is payable annually on or before the anniversary of the member’s joining date
(the ‘Anniversary Date’).
d. If membership fees remain unpaid for one (1) month following the Anniversary
Date, membership ceases and the member must re-apply as per Section 6(1).
e. If membership is unpaid past the Anniversary Date, any electronic and physical
facility access shall be suspended until arrears are cleared.
f. For all financial members active at the time of this rule’s adoption, their
Anniversary Date shall be permanently deemed to be January 1st to ensure no
existing member loses any current paid time.
g. The Management Committee may, by majority vote, waive the applicable annual
membership fee and grant ‘Keyholder’ membership status to any member who
currently serves on the Management Committee or holds a formally documented
operational role within the Association. This fee waiver and Keyholder status
shall remain valid only for the duration the member actively holds the qualifying
role.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Admission and Rejection of New Members
1. The Management Committee must consider a new application for membership at the
next meeting of the Management Committee held after it receives
a. the application; and
b. the membership fee for the application.
2. The Management Committee must decide at the meeting whether to accept or reject the
application.
3. If a majority of the Management Committee members present at the meeting vote to
accept the applicant as a member, the applicant must be accepted as a member to the
class of membership applied for.
4. The Management Committee must, as soon as practicable after the Management
Committee decides to accept or reject an application, give written notice to the applicant
of the decision.
10. When Membership Ends
1. A member may resign from the association by giving a written notice of resignation to the
Secretary.
2. The resignation takes effect on-
a. the day and at the time the notice is received by the Secretary; or
b. if a later day is stated in the notice – the later day.
3. The Management Committee may terminate a member’s membership if the member –
a. is convicted of an indictable offence; or
b. does not comply with any of the provisions of these rules; or
c. has membership subscription in arrears for 2 months,
d. conducts themselves in a way considered to be injurious or prejudicial to the
character or interests of the association.
4. Excepting (3)(c), before the Management Committee terminates a member’s
membership, the Management Committee must give the member a full and fair
opportunity to show why the membership should not be terminated.
5. Excepting (3)(c), the secretary of the association must, as soon as practicable after the
Management Committee decides to accept or reject an application, give the applicant a
written notice of the decision.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Appeal against Rejection or Termination of Membership
1. A person whose application for membership has been rejected, or whose membership
has been terminated, may give the secretary written notice of their intention to appeal
against the decision.
2. A notice of intention to appeal must be given to the secretary within 1 month after notice
of the decision.
3. If the secretary receives a notice of intention to appeal, the secretary must, within 1
month after the day of receipt, call a general meeting to decide the appeal.
11A. Grievance and Dispute Resolution
1. The Association adopts the grievance and dispute resolution procedure as outlined in
the Model Rules of the Associations Incorporation Act 1981, or any subsequent dispute
resolution procedure mandated by the Act.
2. This procedure applies to disputes between a member and another member, a member
and the management committee, or a member and the association.
12. Special General Meeting to Decide Appeal
1. The Special General meeting to decide an appeal must be held within 3 months after the
secretary receives the notice of intention to appeal.
2. At the meeting, the applicant must be given a full and fair opportunity to show why the
application should not be rejected or the membership should not be terminated.
3. Also, the Management Committee and the members of the Management Committee who
rejected the application or terminated the membership must be given a full and fair
opportunity to show why the application should be rejected or the membership should be
terminated.
4. An appeal must be decided by a majority vote of the members present and eligible to
vote at the meeting.
5. If a person whose application for membership has been rejected does not appeal
against the decision within 1 month after receiving written notice of the decision, or the
person appeals but the appeal is unsuccessful, the secretary must, as soon as
practicable, refund the membership fee paid by the person.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Register of Members
1. The management committee must keep a register of members of the association.
2. The register must include the following particulars for each member-
a. the full name of the member;
b. the postal or residential address of the member;
c. the date of admission as a member;
d. the date of death or time of resignation of the member;
e. details about the termination or reinstatement of membership;
f. any other particulars the management committee or the members at a general
meeting decide.
3. The register must be open for inspection by members of the association at all
reasonable times.
4. A member must contact the secretary to arrange an inspection of the register.
5. However, the management committee may, on the application of a member of the
association, withhold information about the member (other than the members full name)
from the register available for inspection if the management committee has reasonable
grounds for believing the disclosure of the information would put the member at risk of
harm.
14. Prohibition on Use of Information on Register of Members
1. A member of the association must not –
a. use information obtained from the register of members of the association to
contact, or send material to, another member of the association for the purpose
of advertising for political, religious, charitable or commercial purposes; or
b. disclose information obtained from the register to someone else, knowing that the
information is likely to be used to contact, or send material to, another member of
the association for the purpose of advertising for political, religious, charitable or
commercial purposes.
2. Sub-rule (14.1) does not apply if the use or disclosure of the information is approved by
the association.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Appointment or Election of Secretary
1. The secretary must be an adult residing in Queensland, or in another State but not more
than 65km from the Queensland border, who is –
a. a member of the association elected by the association as secretary; or
b. any of the following persons appointed by the management committee as
secretary
i. a member of the association’s management committee;
ii. another member of the association;
iii. another person.
2. If a vacancy happens in the office of secretary, the members of the management
committee must ensure a secretary is appointed or elected for the association within 1
month after the vacancy happens.
3. If the management committee appoints a person mentioned in subrule (1) (b) (ii) as
secretary, other than to fill a casual vacancy on the management committee, the person
does not become a member of the management committee.
4. However, if the management committee appoints a person mentioned in sub rule (1) (b)
(ii) as secretary to fill a casual vacancy on the management committee, the person
becomes a member of the management committee.
5. If the management committee appoints a person mentioned in sub rule (1) (b) (iii) as
secretary, the person does not become a member of the management committee.
6. In this rule- casual vacancy, on a management committee, means a vacancy that
happens when an elected member of the management committee resigns, dies or
otherwise stops holding office.
16. Removal of Secretary
1. The management committee of the association may at any time remove a person
appointed by the committee as the secretary.
2. If the management committee removes a secretary who is a person mentioned in rule
(15)(1) (b) (i), the person remains a member of the management committee.
3. If the management committee removes a secretary who is a person mentioned in rule
(15)(1) (b) (ii) and who has been appointed to a casual vacancy on the management
committee under rule 15(5), the person remains a member of the management
committee.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Functions of Secretary
1. The secretary’s functions include, but are not limited to-
a. calling meetings of the association, including preparing notices of a meeting and
of the business to be conducted at the meeting in consultation with the president
of the association; and
b. keeping minutes of each meeting; and
c. keeping copies of all correspondence and other documents relating to the
association; and
d. maintaining the register of members of the association.
18. Membership of Management Committee
1. The management committee of the association consists of a president, treasurer,
secretary and 4 other members the association members elect at a general meeting.
2. A member of the management committee, other than a secretary appointed by the
management committee under rule (15)(1)(b)(iii), must be a member of the association.
3. At each annual general meeting of the association, the members of the management
committee must retire from office, but are eligible, on nomination, for re-election.
4. A member of the association may be appointed to a casual vacancy on the management
committee under rule 21.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
 Electing the Management Committee
1. A member of the management committee may only be elected as follows –
a. any 2 members of the association may nominate another member (the
candidate) to serve as a member of the management committee;
b. the nomination must be –
i. in writing; and
ii. signed by the candidate and the members who nominated them; and
iii. given to the secretary at least 7 days before the annual general meeting
at which the election is to be held;
c. each member of the association present and eligible to vote at the annual
general meeting may vote for 1 candidate for each vacant position on the
management committee;
d. if, at the start of the meeting, there are not enough candidates nominated,
nominations may be taken from the floor of the meeting.
2. A person may be a candidate only if the person –
a. is an adult; and
b. is not ineligible to be elected as a member under section 61A of the Act.
3. A list of the candidates names in alphabetical order, with the names of the members who
nominated each candidate, must be posted in a conspicuous place in the office or usual
place of meeting of the association for at least 5 days immediately preceding the annual
general meeting.
4. If required by the management committee, balloting lists must be prepared containing
the names of the candidates in alphabetical order.
5. The management committee must ensure that, before a candidate is elected as a
member of the management committee, the candidate is advised-
a. whether or not the association has public liability insurance; and
b. if the association has public liability insurance-the amount of the insurance.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Resignation, Removal or Vacation of Office of Management
Committee Member
1. A member of the management committee may resign from the committee by giving
written notice of resignation to the secretary.
2. The resignation takes effect at-
a. the time the notice is received by the secretary; or
b. if a later time is stated in the notice-the later time.
3. A member may be removed from office at a general meeting of the association if a
majority of the members present and eligible to vote at the meeting vote in favour of
removing the member.
4. Before a vote of members is taken about removing the member from office, the member
must be given a full and fair opportunity to show cause why he or she should not be
removed from office.
5. A member has no right of appeal against the member’s removal from office under this
rule.
6. A member immediately vacates the office of member in the circumstances mentioned in
section 64. (2) of the Act.
21. Vacancies on Management Committee
1. If a casual vacancy happens on the Management Committee, the continuing members of
the Management Committee may appoint another member of the association to fill the
vacancy until the next annual general meeting.
2. The continuing members of the Management Committee may act despite a casual
vacancy on the Management Committee.
3. However, if the number of Management Committee members is less than the number
fixed under these rules as a quorum of the Management Committee, the continuing
members may act only to –
a. increase the number of Management Committee members to the number
required for a quorum; or
b. call a general meeting of the association.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
 Functions of Management Committee
1. Subject to these rules or a resolution of the members of the association carried at a
general meeting, the management committee has the general control and management
of the administration of the affairs, property and funds of the association.
2. The management committee has authority to interpret the meaning of these rules and
any matter relating to the association on which the rules are silent, but any interpretation
must have regard to the Act, including any regulation made under the Act.
3. The management committee may exercise the powers of the association-
a. to borrow, raise or secure the payment of amounts in a way the members of the
association decide; and
b. to secure the amounts mentioned in paragraph (a) or the payment or
performance of any debt, liability, contract, guarantee or other engagement
incurred or to be entered into by the association in any way, including by the
issue of debentures (perpetual or otherwise) charged upon the whole or part of
the association’s property, both present and future; and
c. to purchase, redeem or pay off any securities issued; and
d. to borrow amounts from members and pay interest on the amounts borrowed;
and
e. to mortgage or charge the whole or part of its property; and
f. to issue debentures and other securities, whether outright or as security for any
debt, liability or obligation of the association; and
g. to provide and pay off any securities issued; and
h. to invest in a way the members of the association may from time to time decide.
4. For sub rule (3) (d), the rate of interest must not be more than the current rate being
charged for overdrawn accounts on money lent (regardless of the term of the loan) by
a. the financial institution for the association; or
b. if there is more than 1 financial institution for the association, the financial
institution nominated by the management committee.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Meetings of Management Committee
1. Subject to this rule, the management committee may meet and conduct its proceedings
as it considers appropriate.
2. The management committee must meet at least once every 4 months to exercise its
functions.
3. The management committee must decide how a meeting is to be called.
4. Notice of a meeting is to be given in the way decided by the management committee.
5. The management committee may hold meetings, by allowing a member or members to
take part using any technology that reasonably allows the member to follow and to take
part in discussions and to vote on any question arising from this discussion.
6. A committee member who participates in the meeting as mentioned in sub rule (5) is
taken to be present at the meeting.
7. A question arising at a committee meeting is to be decided by a majority vote of
members of the committee present at the meeting and, if the votes are equal, the
question is decided in the negative.
8. A member of the management committee must not vote on a question about a contract
or proposed contract with the association if the member has an interest in the contract or
proposed contract and, if the member does vote, the members vote must not be
counted.
9. The president is to preside as chairperson at a management committee meeting.
10. If there is no president or if the president is not present within 10 minutes after the time
fixed for a management committee meeting, the members may choose 1 of their number
to preside as chairperson at the meeting.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
 Quorum For, And Adjournment Of, Meetings
1. At a management committee meeting, 50% plus one of the members elected to the
committee as at the close of the last general meeting of the members form a quorum.
2. If there is no quorum within 30 minutes after the time fixed for a management committee
meeting called on the request of members of the committee, the meeting lapses.
3. If there is no quorum within 30 minutes after the time fixed for a management committee
meeting called other than on the request of the members of the committee-
a. the meeting is to be adjourned for at least 1 day; and
b. the members of the management committee who are present are to decide the
day, time and place of the adjourned meeting.
4. If, at an adjourned meeting mentioned in sub rule (3), there is no quorum within 30
minutes after the time fixed for the meeting, the meeting lapses.
25. Special Meeting of Management Committee
1. If the secretary receives a written request signed by at least 33% of the members of the
management committee, the secretary must call a special meeting of the committee by
giving each member of the committee notice of the meeting within 14 days after the
secretary receives the request.
2. If the secretary is unable or unwilling to call the special meeting, the president must call
the meeting.
3. A request for a special meeting must state-
a. why the special meeting is called; and
b. the business to be conducted at the meeting.
4. A notice of a special meeting must state-
a. the day, time and place of the meeting; and
b. the business to be conducted at the meeting.
5. A special meeting of the management committee must be held within 14 days after
notice of the meeting is given to the members of the management committee.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Minutes of Management Committee Meetings
1. The secretary must ensure full and accurate minutes of all questions, matters,
resolutions and other proceedings of each management committee meeting are entered
in a minute book.
2. To ensure the accuracy of the minutes, the minutes of each management committee
meeting must be signed by the chairperson of the meeting, or the chairperson of the
next management committee meeting, verifying their accuracy.
27. Appointment of Subcommittees
1. The management committee may appoint a subcommittee consisting of members of the
association considered appropriate by the committee to help with the conduct of the
associations operations.
2. A member of the subcommittee who is not a member of the management committee is
not entitled to vote at a management committee meeting.
3. A subcommittee may elect a chairperson of its meetings.
4. If a chairperson is not elected, or if the chairperson is not present within 10 minutes after
the time fixed for a meeting, the members present may choose 1 of their number to be
chairperson of the meeting.
5. A subcommittee may meet and adjourn as it considers appropriate.
6. A question arising at a subcommittee meeting is to be decided by a majority vote of the
members present at the meeting and, if the votes are equal, the question is decided in
the negative.
28. Acts Not Affected By Defects or Disqualifications
1. An act performed by the management committee, a subcommittee or a person acting as
a member of the management committee is taken to have been validly performed.
2. Sub rule (1) applies even if the act was performed when-
a. there was a defect in the appointment of a member of the management
committee, subcommittee or person acting as a member of the management
committee; or
b. a management committee member, subcommittee member or person acting as a
member of the management committee was disqualified from being a member.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
 Resolutions without Meeting
1. A written resolution signed by each member of the management committee is as valid
and effectual as if it had been passed at a committee meeting that was properly called
and held.
2. A resolution mentioned in sub rule (1) may consist of several documents in like form,
each signed by 1 or more members of the committee.
30. Annual General Meetings
1. Each annual general meeting must be held- (a) at least once each year; and (b) before
June 30th
31. Business to Be Conducted at Annual General Meetings
The following business must be conducted at each annual general meeting of the association:
1. Formally declaring the Association’s statutory Financial Reporting Tier for the reportable
financial year;
2. Receiving the association’s financial statement, and audit or verification report (as
dictated by the statutory reporting tier), for the last reportable financial year;
3. Presenting the financial statement and audit/verification report to the meeting for
adoption;
4. Presenting a Remuneration Disclosure Statement detailing any financial remuneration or
benefits provided to Management Committee members, senior staff, or their relatives
during the year;
5. Receiving a report on the Association’s current Public Liability Insurance, explicitly
stating the insurer’s name and the limit of cover;
6. Confirming the Register of Members has been maintained and is available for inspection;
7. Electing members of the management committee;
8. Appointing an auditor or an accountant for the present financial year, strictly if required
by the reporting tier thresholds of the Associations Incorporation Act 1981.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Notice of General Meetings
1. The secretary may call a general meeting of the association.
2. The secretary must give at least 14 days notice of the meeting to each member of the
association.
3. If the secretary is unable or unwilling to call the meeting, the president must call the
meeting.
4. The management committee may decide the way in which the notice must be given.
5. However, notice of the following meetings must be given in writing
a. a meeting called to hear and decide the appeal of a person against the
management committee’s decision
i. to reject the person’s application for membership of the association; or
ii. to terminate the person’s membership of the association;
b. a meeting called to hear and decide a proposed special resolution of the
association.
6. A notice of a general meeting must state the business to be conducted at the meeting.
33. Quorums, and Adjournment of
1. The quorum for a general meeting is the number of the management committee plus 1.
2. However, if all members of the association are members of the management committee,
the quorum is the total number of members less 1.
3. No business may be conducted at a general meeting unless there is a quorum of
members when the meeting proceeds to business.
4. If there is no quorum within 30 minutes after the time fixed for a general meeting called
on the request of members of the management committee or the association, the
meeting lapses.
5. If there is no quorum within 30 minutes after the time fixed for a general meeting called
other than on the request of members of the management committee or the association
a. the meeting is to be adjourned for at least 7 days; and
b. the management committee is to decide the day, time and place of the adjourned
meeting.
6. The chairperson may, with the consent of any meeting at which there is a quorum, and
must if directed by the meeting, adjourn the meeting from time to time and from place to
place.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
If a meeting is adjourned under sub rule (6), only the business left unfinished at the
meeting from which the adjournment took place may be conducted at the adjourned
meeting.
8. The secretary is not required to give the members notice of an adjournment or of the
business to be conducted at an adjourned meeting unless a meeting is adjourned for at
least 30 days.
9. If a meeting is adjourned for at least 30 days, notice of the adjourned meeting must be
given in the same way notice is given for an original meeting.
Procedure at General Meetings
1. A member may take part and vote in a general meeting in person, by proxy, by attorney
or by using any technology that reasonably allows the member to follow and take part in
discussions as they happen, and vote on any question arising from these discussions.
2. A member who participates in a meeting as mentioned in sub rule (1) is taken to be
present at the meeting.
3. At each general meeting-
a. the president is to preside as chairperson; and
b. if there is no president or if the president is not present within 15 minutes after
the time fixed for the meeting or is unwilling to act, the members present must
elect 1 of their number to be chairperson of the meeting; and
c. the chairperson must conduct the meeting in a proper and orderly way.
35. Voting at General Meetings
1. At a general meeting, each question, matter or resolution, other than a special
resolution, must be decided by a majority of votes of the members present.
2. Each member present and eligible to vote is entitled to 1 vote only and, if the votes are
equal, the chairperson has a casting vote as well as a primary vote.
3. A member is not entitled to vote at a general meeting if the member’s annual
subscription is in arrears at the date of the meeting.
4. The method of voting is to be decided by the management committee.
5. However, if at least 20% of the members present demand a secret ballot, voting must be
by secret ballot.
6. If a secret ballot is held, the chairperson must appoint 2 members to conduct the secret
ballot in the way the chairperson decides.
7. The result of a secret ballot as declared by the chairperson is taken to be a resolution of
the meeting at which the ballot was held.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
 Special General Meetings
1. The secretary must call a special general meeting by giving each member of the
association notice of the meeting within 14 days after-
a. being directed to call the meeting by the management committee; or
b. being given a written request signed by
i. at least 33% of the number of members of the management committee
when the request is signed; or
ii. at least the number of ordinary members of the association equal to
double the number of members of the association on the management
committee when the request is signed plus 1; or
c. being given a written notice of an intention to appeal against the decision of the
management committee-
i. to reject an application for membership; or
ii. to terminate a person’s membership.
2. A request mentioned in sub rule (1) (b) must state-
a. why the special general meeting is being called; and
b. the business to be conducted at the meeting.
3. A special general meeting must be held within 3 months after the secretary-
a. is directed to call the meeting by the management committee; or
b. is given the written request mentioned in sub rule (1)(b); or
c. is given the written notice of an intention to appeal mentioned in sub rule (1)(c)
4. If the secretary is unable or unwilling to call the special meeting, the president must call
the meeting.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Minutes of General Meetings
1. The secretary must ensure full and accurate minutes of all questions, matters,
resolutions and other proceedings of each general meeting are entered in a minute
book.
2. To ensure the accuracy of the minutes-
a. the minutes of each general meeting must be signed by the chairperson of the
meeting, or the chairperson of the next general meeting, verifying their accuracy;
and
b. the minutes of each annual general meeting must be signed by the chairperson
of the meeting, or the chairperson of the next meeting of the association that is a
general meeting or annual general meeting, verifying their accuracy.
3. If asked by a member of the association, the secretary must, within 28 days after the
request is made-
a. make the minute book for a particular general meeting available for inspection by
the member at a mutually agreed time and place; and
b. give the member copies of the minutes of the meeting.
4. The association may require the member to pay the reasonable costs of providing copies
of the minutes.
 By-laws
1. The management committee may make, amend or repeal by-laws, not inconsistent with
these rules, for the internal management of the association.
2. A by-law may be set aside by a vote of members at a general meeting of the association.
39. Alteration of Rules
1. Subject to the Act, these rules may be amended, repealed or added to by a special
resolution carried at a general meeting.
2. However an amendment, repeal or addition is valid only if it is registered by the chief
executive.
40. Common Seal [Repealed]
Gold Coast Amateur Radio Society Constitution – 27 June 2026
 Funds and accounts
1. The funds of the association must be kept in an account in the name of the association
in a financial institution decided by the management committee.
2. Records and accounts must be kept in the English language showing full and accurate
particulars of the financial affairs of the association.
3. All amounts must be deposited in the financial institution account as soon as practicable
after receipt.
4. All payments by the association must be made by electronic funds transfer (EFT).
5. All financial accounts held by the Association must be configured to require the dual
approval of two (2) current Management Committee members for any outgoing
transaction, payment, or transfer. One (1) of these approving members must be the
Treasurer or President.
6. Evidence must be supplied via an Invoice, Bill or Receipt of payment back to a Member
for payment.
7. The Management Committee may, via Association By-laws, establish limits and
procedures for ad-hoc or discretionary purchases by members. All expenditure must be
accompanied by an invoice or receipt and must ultimately be approved or ratified at a
management committee meeting.
General financial matters
1. On behalf of the management committee, the treasurer must, as soon as practicable
after the end date of each financial year, ensure a financial statement for its last
reportable financial year is prepared and, if required by the Associations Incorporation
Act 1981, audited or verified in accordance with the Association’s current statutory
reporting tier.
2. The income and property of the association must be used solely in promoting the
association’s objects and exercising the association’s powers.
3. Nothing in these rules prevents the Association from paying a member, including a
member of the Management Committee, for goods supplied or services rendered to the
Association in a professional or contracted capacity (such as educational instruction),
provided that the remuneration is negotiated at arm’s length, does not exceed standard
commercial rates, and the member declaring the conflict of interest removes themselves
from the Management Committee vote approving the contract.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Documents
1. The management committee must ensure the safe custody of books, documents,
instruments of title and securities of the association.
44. Financial Year
1. The end date of the association’s financial year is the 31st of December in each year.
45. Distribution of Surplus Assets to another Entity
1. This rule applies if the association-
a. (a) is wound-up under part 10 of the Act; and
b. (b) has surplus assets.
2. Where, upon the winding-up of an incorporated association, a special resolution relating
to the distribution of the surplus assets of the incorporated association has been passed
by its members in accordance with its rules, all surplus assets shall, subject to any trust
affecting the same, be disposed of in the manner so resolved*
.
* Taken directly from the
Act.
3. The surplus assets must be given to another entity having objects similar to the
association’s objects.
4. In this section –
“surplus assets” has the meaning given by section 92(3)11 of the Act. 10
Part 10 (Winding-up) of the Act 11 Section 92 (Distribution of surplus assets) of the Act.
Gold Coast Amateur Radio Society Constitution – 27 June 2026
Proxies
1. An instrument appointing a proxy must be in writing and be in the following or similar
form:
THE GOLD COAST AMATEUR RADIO SOCIETY INCORPORATED.
I, of, being a member of the association, appoint of as my proxy to vote for me on my
behalf at the (annual) general meeting of the association, to be held on the and at
any adjournment of the meeting.
Signed this day of
Signature
2. A proxy may be a member of the association or another person.
3. The instrument appointing a proxy is taken to confer authority to demand or join in
demanding a secret ballot.
4. Each instrument appointing a proxy must be given to the secretary before the start of the
meeting or adjourned meeting at which the person named in the instrument proposes to
vote.
5. Unless otherwise instructed by the appointer, the proxy may vote as the proxy considers
appropriate.
6. If a member wants a proxy to vote for or against a resolution, the instrument appointing
the proxy must be in the following or similar form
THE GOLD COAST AMATEUR RADIO SOCIETY INCORPORATED.
I, of, being a member of the association, appoint of as my proxy to vote for me on
my behalf at the (annual) general meeting of the association, to be held on the day of
day of and at any adjournment of the meeting.
This form is to be used *in favour of/*against [strike out whichever is not wanted] the
following resolutions- [List relevant resolutions]
Gold Coast Amateur Radio Society Constitution – 27 June 2026