Notice of a General Meeting of the Canberra Archery Club
- Canberra Archery Club
- May 26
- 3 min read
A General Meeting of club members will be held at 1:15pm on Sunday 01 June 2025 at Canberra Archery Club, 41 Thurbon Road, Lyneham, ACT. The agenda for the meeting is as follows:
1. Special Resolution 1 - proposal to adopt new rule 25 (1) as follows:
"25. Secretary
(1) The Secretary of the Association is the Public Officer of the Association for the purposes of dealing with the Australian Taxation Office (and other relevant federal government agencies) and the ACT Government."
2. Special Resolution 2 - proposal to adopt new rules 52 (1) and (2) as follows:
"52. Prohibition on the distribution of income or assets to members of the association
(1) The assets and income of the association shall be applied solely in furtherance of its objectives and no portion shall be distributed directly or indirectly to the members of the association except as bona fide compensation for services rendered or expenses incurred on behalf of the association.
(2) In the event of the association being dissolved, the assets that remain after such dissolution and the satisfaction of all debts and liabilities shall be transferred to Archery ACT Society Inc, or another organization with similar purposes which is not carried on for the profit or gain of its individual members."
As the meeting will be held between the morning and afternoon sessions of the June Presidents Shoot, the only items of business for the meeting will be the special resolutions outlined above. The Annual General Meeting to be convened in early September will provide an opportunity for discussion and consideration of general club business by members.
Attached is a copy of the club's Constitution with the proposed amendments drafted into the document. Also attached is a proxy form should you wish to nominate another club member to represent you at the General Meeting (please complete the form, scan and email back to me). Please note, a quorum of at least 17 voting members must be present (either in person or by proxy) for the General Meeting to proceed. If a quorum is not achieved on 01 June 2025, the General Meeting will be adjourned for 7 days. In addition, as outlined in the Constitution rule 40
(3), for a special resolution, a motion is carried if at least three quarters of the members present in person or by proxy vote in favour of the motion.
For those short on time, I will provide a brief explanation of the rationale for the proposed new rules before the vote is taken on each special resolution. For those with more time, a brief explanation is provided below.
Proposed new rule 25 (1). This new rule is required to enable the Secretary to update the list of office bearers for the club's Australian Business Number in the Australia Business Register, which is maintained by the ATO. The current list office bearers is out of date, and one of the practical impacts of this is that none of the Committee members can deal with Telstra to make changes to the club's internet account, because Telstra are working off the list of office bearers as per the ABR. For an Incorporated Association (the club's legal status), the ATO will only allow the Public Officer of the association to make any changes. The ACT Government also requires that Incorporated Associations have a Public Officer.
Proposed new rules 52 (1) and (2). When the Committee recently completed the ATO Not for Profit Self-Review for the club, we were notified by the ATO that we needed specific clauses in the club's Constitution to prohibit the distribution of income and assets to members of the association (the club), and if these clauses were not already included, they must be added by 30 June 2025, or the club would risk losing its Not for Profit status. Losing NFP status would cause a significant problem for the club, as we would then be considered to be a profit making business, and be subject to paying tax on any income generated by the club.
If you have any questions about the General Meeting, please hold them until the meeting on 01 June. I look forward to seeing you there.
Kind regards,
Milton Treeby
Secretary, Canberra Archery Club
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