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Constitution

Last reviewed: 2024

1 Introductory provisions

1.1 Interpretation

(1) In these rules—

(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.

(3) Family means a mother, father (or another in a parenting role) with at least one child under 18 years of age.

1.2 Name

The name of the incorporated association is Robina Raptors Junior Rugby League Football Club Inc. (the association).

2 Objects and Powers

2.1 Objects

The objects of the association are—

(1) To promote and advance the sport of Rugby League amongst participants of all ages, genders, cultures and abilities;

(2) To establish and enter teams in Rugby League competitions at all levels;

(3) To encourage positive behaviour, enthusiasm & professionalism in our members;

(4) To recognise the rules & requirements of Queensland Rugby League in our activities and competitions; and

(5) To attract, develop and retain club volunteers.

2.2 Powers

(1) The association has the powers of an individual.

(2) The association may, for example—

(3) The association may also issue secured and unsecured notes, debentures and debenture stock for the association.

3. Membership

3.1 Classes of members

(1) The membership of the association consists of ordinary members, in any of the following classes of members—

Membership Category Definition Voting Rights At General Meeting Number of Votes
(a) Junior Player Member A person under 18 years of age registered to play Rugby League. No 0
(b) Parent / Carer Membership A nominated person from each family with Junior Player Members. Only one vote per family (see definitions), however vote is transferable to any person over 18 within the family. The voting rights in this category are void if all members in the family over 18 already fall under a different class of membership which has an individual voting right. Yes 1 Vote per family
(c) Junior Affiliate Member Any person under 18 who volunteers for the organisation but is not eligible for another category of membership. No 0
(d) Senior Affiliate Member Any person over 18 who volunteers for the organisation but is not eligible for another category of membership. Yes 1 Vote
(e) Active Life Members A Life Member has been accepted at an AGM under the conditions of the current By-Laws and who has volunteered or attended a general meeting in the past two years. Yes 1 Vote
(f) Non-Active Life Members A Life Member has been accepted at an AGM under the conditions of the current By-Laws and who has not volunteered or attended a general meeting in the past two years. No 0
(g) Honorary Member Person or organisation invited to membership by the management committee in the interest of Rugby League for such a period as may be deemed appropriate and appointed according to the current By-Laws. No 0

3.2 Membership limitations

(1) The number of ordinary members, in any membership category, is unlimited.

3.3 New membership

(1) An application for membership must be—

3.4 Membership fees

(1) The membership fee for each ordinary membership and for each other class of membership —

3.5 Admission and rejection of new members

(1) The management committee must consider an application for membership at the next committee meeting held after it receives—

(2) The management committee must ensure that, as soon as possible after the person applies to become a member of the association, and before the management committee considers the person’s application, the person is advised—

(3) The management committee must decide at the meeting whether to accept or reject the application.

(4) If a majority of the members of the management committee present at the meeting vote to accept the applicant as a member, the applicant must be accepted as a member for the class of membership applied for.

(5) 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.

3.6 When membership ends

3.6.1 Resignation

(1) A member may resign from the association by giving a written notice of resignation to the secretary.

(2) The resignation takes effect at—

3.6.2 Termination or Suspension

(1) The management committee may terminate a member’s membership, or suspend a member’s membership if the member—

(2) Before the management committee terminates or suspends a member’s membership, the committee must give the member a full and fair opportunity to show why the membership should not be terminated. The definition of full and fair opportunity and the process is outlined in the association’s by-laws;

(3) If, after considering all representations made by the member, the management committee decides to terminate or suspend the membership, the secretary of the committee must give the member a written notice of the decision.

(4) Termination would be immediate expulsion from the club forever, or for a period defined by the management committee. Suspension from the club is at the discretion of the management committee, as outlined in the associated by-laws, and shall not exceed twelve (12) calendar months. Depending on the seriousness of the offence, the termination may also apply to junior family members affiliated with the membership of the member being terminated.

3.7 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 the person’s intention to appeal against the decision; along with an appellate fee. If the appeal is successful, the Treasurer shall refund the amount of the appellate fee. The amount of the appellate fee should be outlined in an applicable by-law.

(2) A notice of intention to appeal must be given to the secretary within 1 month after the person receives written notice of the decision.

(3) If the secretary receives a notice of intention to appeal, the secretary must, within 1 month after receiving the notice, call a general meeting to decide the appeal.

3.8 General meeting to decide appeal

(1) The 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 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 appropriate amount of the membership fee paid by the person – in the case of players, this refund would be less costs already incurred by the association. The amount deemed to be appropriate should be outlined in an applicable by-law.

3.9 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—

(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 member’s 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.

3.10 Prohibition on use of information on register of members

(1) A member of the association must not—

(2) Sub rule (1) does not apply if the use or disclosure of the information is approved by the association.

3.11 Grievance procedure

  1. This grievance procedure applies to disputes between
    • a member and another member;
    • a member and the management committee;
    • a member and the club.
  2. The parties to a dispute shall attempt to resolve the dispute between themselves within 28 days of the dispute coming to the attention of each party.
  3. If the parties to a dispute are unable to resolve the dispute between themselves within 28 days, the parties shall within a further 10 (ten) days
    • notify the management committee of the dispute; and
    • agree to or request the appointment of a mediator; and
    • attempt in good faith to settle the dispute by mediation.
  4. The mediator may be:
    • a person or external agency chosen by agreement between the parties; or
    • in the absence of agreement:
      • if the dispute is between a member and another member, a person appointed by the management committee; or
      • if the dispute is between a member and the management committee or the club, a suitable external agency.
  5. A mediator may be a member or former member of the club or another person but in any case, must not be a person who:
    • has a personal interest in the dispute; or
    • is biased against, or in favour of, any party.
  6. The mediator to the dispute, in conducting the mediation, must ensure that natural justice is afforded to the parties throughout the mediation process.
  7. If the mediation process does not resolve the dispute, the management committee may take whatever steps it considers appropriate in the best interests of the club and the members concerned.
  8. A member may appoint another person to act on their behalf during a grievance procedure, provided that no party is entitled to be represented by a legal practitioner at mediation.
  9. This procedure does not apply to any appeal by a member against a decision made in accordance with the disciplinary procedure outlined in clause 3.5, and associated disciplinary by-laws and procedures.
  10. A member must not initiate a grievance procedure in relation to a matter that is the subject of a disciplinary procedure until the disciplinary procedure has been completed.
  11. If a member has initiated a grievance procedure in relation to a dispute between the member and the management committee or the club, the club must not take disciplinary action against any of the following people in relation to the matter which is the subject of the grievance procedure until the grievance procedure has been completed:
    • the member who initiated the grievance procedure; or
    • a person appointed to act on behalf of the member who initiated the grievance procedure under clause 3.11.8
  12. The management committee may prescribe additional grievance procedures, which are consistent with this constitution, in the club’s bylaws.

4 Secretary

4.1 Appointment or election of secretary

(1) The secretary must be an individual residing in Queensland, or in another State but not more than 65km from the Queensland border, who is—

(2) If the association has not elected an interim officer as secretary for the association before its incorporation, the members of the management committee must ensure a secretary is appointed or elected for the association within 1 month after incorporation.

(3) 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.

(4) If the management committee appoints a person mentioned in sub rule (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.

(5) 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.

(6) 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.

(7) 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.

4.2 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 4(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 4(1)(b)(ii) and who has been appointed to a casual vacancy on the management committee under rule 4(5), the person remains a member of the management committee.

4.3 Functions of secretary

The secretary’s functions include, but are not limited to—

5 Committee

5.1 Membership of management committee

(1) The management committee of the association consists of an executive committee, consisting of the president, secretary, treasurer, and the non-executive committee, the composition of which can be determined by executive committee and members and enacted in a by-law.

(2) A member of the management committee, other than a secretary appointed by the management committee under rule 4(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 5.4.

(5) A maximum of one family member may serve on the management committee at one time.

(6) A management committee member, who holds office for a period of 5 consecutive 1 year terms (the maximum period) in any position or 10 years in the aggregate, is not eligible for election until the Annual General Meeting which follows the Annual General Meeting at which the maximum period was completed.

5.2 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—

(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, the meeting will be adjourned until such a time as there are enough candidates nominated to fill the Executive roles on the management committee.

(2) A person may be a candidate only if the person—

(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 7 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—

(6) All three members of the Executive Committee must be elected at the Annual General Meeting, positions on the non-Executive committee with no nominated parties, can remain as open positions to be filled as a casual vacancy at a later date as determined by the management committee.

5.3 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—

(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.

5.4 Vacancies on management committee

(1) If a casual vacancy happens on the management committee, the continuing members of the 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 committee members is less than the number fixed under rule 5.7(1) as a quorum of the management committee, the continuing members may act only to—

5.5 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.

Note — The Act prevails if the association’s rules are inconsistent with the Act—see section 1B of the Act.

(3) The management committee may exercise the powers of the association—

(4) For subrule (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—

5.6 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 2 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, or permit a committee member to take part in its meetings, by using any technology that reasonably allows the member to hear and take part in discussions as they happen.

(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 member’s 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.

5.7 Quorum for, and adjournment of, management committee meeting

(1) At a management committee meeting, more than 50% 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—

(4) If, at an adjourned meeting mentioned in subrule (3), there is no quorum within 30 minutes after the time fixed for the meeting, the meeting lapses.

5.8 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—

(4) A notice of a special meeting must state—

(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.

5.9 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.

5.10 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 association’s 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.

5.11 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—

5.12 Resolutions of management committee without meeting

(1) A written resolution (either physical or digital) signed by each member of the management committee (either physically or digitally) 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.

6 Meetings of Members

6.1 Annual general meeting

Each annual general meeting must be held –

  1. At least once each year, ideally prior to December 10; and
  2. Before the local district AGM, whichever comes first and in accordance with QRL Rules, Part 3.

6.2 Business to be conducted at the Annual general meeting

(1) The following business must be conducted at each annual general meeting of the association—

6.3 Notice of general meeting

(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 (physically or electronically)—

(6) A notice of a general meeting must state the business to be conducted at the meeting.

6.4 Quorum for, and adjournment of, general meeting

(1) The quorum for a general meeting is at least the number of members elected or appointed to the management committee at the close of the association’s last general meeting 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—

(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.

(7) 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.

6.5 Procedure at general meeting

(1) A member may take part and vote in a general meeting in person, or by using any technology that reasonably allows the member to hear and take part in discussions as they happen.

(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—

6.7 Voting at general meeting

(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 matter shall be automatically decided in the negative.

(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.

6.8 Special general meeting

(1) The secretary must call a special general meeting by giving each member of the association notice of the meeting within 14 days after—

(2) A request mentioned in subrule (1)(b) must state—

(3) A special general meeting must be held within 3 months after the secretary—

(4) If the secretary is unable or unwilling to call the special meeting, the president must call the meeting.

6.9 Proxies

(1) The association does not allow proxy voting.

6.10 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—

(3) If asked by a member of the association, the secretary must, within 28 days after the request is made—

(4) The association may require the member to pay the reasonable costs of providing copies of the minutes.

7 Appointment of Life Members

In the absence of any existent club/association by-laws, the club executive may appoint life members. In accordance with the following process:

  1. A current financial member of the club must nominate — in writing — an individual they believe is worthy of a life membership. This nomination should include the nominee’s contributions and reasons for deserving life membership.
  2. A nominations committee will be formed to evaluate and assess the nominations. This committee should consist of impartial individuals who can objectively assess the nominees’ qualifications and contributions and ideally contain a current Life member.
  3. The committee will define clear criteria for evaluating life membership nominations, considering factors such as length of service, significant contributions to the organization, leadership roles, and any other relevant criteria.
  4. The committee will then present their recommendations to the club executive. The club executive will then make the final decision on whether to approve the appointment of life member.
  5. At the next AGM the members will then vote on the ratification of the appointment of the nominated Life Members.

8 Constitution and By-Laws

8.1 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.

8.2 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.

9 Finance

9.1 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) A payment by the association of $500 or more must be made by cheque or electronic funds transfer.

(5) If a payment of $500 or more is made by cheque or electronic funds transfer, the cheque must be signed or the transfer authorised electronically by any 2 of the following—

(6) When two members of one family serve (see definitions) on the management committee at one time, only one shall be an authorised signatory to the account.

(7) However, 1 of the persons who signs the cheque must be the president, the secretary or the treasurer.

(8) Cheques, other than cheques for wages, allowances or petty cash recoupment, must be crossed not negotiable.

(9) A petty cash account must be kept on the finance system, and the management committee must decide the amount of petty cash to be kept in the account.

(10) All expenditure must be approved or ratified at a management committee meeting.

(11) The Treasurer shall keep the accounts of the Club and shall make the annual statement to the 30th September in each year containing particulars of—

(12) All such statements shall be examined by the Auditor(s), Verifier or Accountants (as per legislation) who shall present their report upon such review to the Secretary prior to the holding of the Annual General Meeting next following the financial year in respect of which such review was made. The club shall deposit with the Local League its audited or verified accounts for each financial year within fourteen (14) days of the Annual General Meeting.

9.2 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.

(2) The income and property of the association must be used solely in promoting the association’s objects and exercising the association’s powers.

9.3 Documents

The management committee must ensure the safe custody of books, documents, instruments of title and securities of the association.

9.4 Financial year

The end date of the association’s financial year is 30th September in each year.

9.5 Distribution of surplus assets to another entity

(1) This rule applies if the association—

(2) The surplus assets must not be distributed among the members of the association.

(3) The surplus assets must be given to another entity—

(4) In this rule— surplus assets see section 92(3) of the Act.

10 Common Seal

10.1 Using a common seal

The need for a common seal was removed from the model rules in the Regulation.

As such the association elects to not require the use of a common seal.