Constitution of the Institute of Public Administration Australia (ACT Division) Incorporated

TITLE

1. The name of the Division is the Institute of Public Administration Australia, ACT Division, Incorporated herein after called the Division.

OBJECTS

2. The objects and purpose of the Association are as follows:

To advance the study and practice of public administration. This objective is achieved through:

  • The organisation of meetings for members devoted to the discussion of topical issues in the field of public administration;
  • The organisation of public conferences and seminars;
  • The preparation of reports and submissions on various aspects of public administration for presentation to Parliamentary Committees, Australian Public Service Commission and other relevant bodies;
  • The bestowal of awards to public sector organisations for excellence in performance, as demonstrated by annual reports, management practices and achievements. The nature of the awards is to be determined by the Council from time to time.
  • The bestowal of awards recognising individual contributions to the study and practice of public administration;
  • The publication of a journal, newsletter and other works devoted to public administration; and
  • Undertaking such activities that advance the study and practice of public administration.

The assets and income of the Division shall be applied solely in furtherance of its abovementioned objects and no portion shall be distributed directly or indirectly to the members of the Division except as bona fide compensation for services rendered or expenses incurred on behalf of the Division.

MEMBERSHIP

3. (a) There shall be two classes of membership, namely individual members (herein after called members) and corporate members.
(i) The Council may admit as a Member any person who is or has been engaged or interested in the practice of public administration, or who is or has been engaged in or interested in the teaching or study of public administration or related subjects.
(ii) The Council may admit as a Corporate Members any government department, statutory authority, local government or other corporation or body involved in or interested in public administration.
(iii) The Council may admit as a Student Member any person pursuing a full-time course of study relevant to public administration.

(b) Admissions to membership shall be subject to decision of the Council and payment of the annual subscription, which shall be decided by Council for the several categories of members. The annual subscriptions shall be as per the attached schedule to the Constitution, as varied by Council from time to time.

(c) The Council may appoint as an Honorary Life Member any person who has rendered signal service to the Institute or to any Division thereof. Honorary Life Members shall be entitled to all the privileges of a member.

(d) The Council may recommend to the National Council appointment of any member as a Fellow based on the outstanding contribution made to the achievement of the objectives of the Institute.

(e) The Council may admit to membership by way of transfer, any member of any other Australian Division and may authorise a pro-rata subscription payable for the remainder of the year.

(f) Only financial members (individual members and corporate members) shall be entitled to vote.

(g) Only financial members (individual members and corporate members employees/proprietors) can hold office in the Division.

(h) The Council may refuse to grant membership to any person or organisation making application thereof without giving any reason for such refusal.
(i) Membership of the Division may be terminated by:
(i) the transfer of the member to another Division of the Institute;
(ii) the submission of written resignation by the member to the Secretary;
(iii) the decision of the Council for non-payment of subscription; or
(iv) the decision of the Council on the grounds that the member has broken or refused or neglected to comply with any of the rules of the Division, or has committed any act calculated to bring discredit upon the Institute provided that the resolution of the Council so terminating such membership shall be passed by a majority of not less than three-fourths of the members of the Council present at a meeting of which 14 days notice has been given and that the person whose membership of the Division is in question has received 14 days notice of the meeting in writing which has stated the grounds on which it is proposed to terminate his/her membership and has invited him/her to give an explanation of his/her conduct either in writing or in person at such meeting.

MANAGEMENT

4. (a) The affairs of the Division shall be managed by a Council of:
(i) President;
(ii) Two Deputy Presidents;
(iii) Secretary;
(iv) Treasurer;
(v) Assistant Secretary/Treasurer; and
(vi) Not more than 14 other members.

(b) The Council, subject to the Associations Incorporation Act 1991, the Associations Incorporation Regulations, these rules, and to any resolution passed by the Division in general meeting:
(i) shall control and manage the affairs of the Division;
(ii) may exercise all such functions as may be exercised by the Division other than those functions that are required by these rules to be exercised by the Division in general meeting; and
(iii) has power to perform all such acts and do all such things as appear to the Council to be necessary or desirable for the proper management of the affairs of the Division.

(c) There is an established Executive Committee comprising the:
(i) President;
(ii) Two Deputy Presidents;
(iii) Secretary;
(iv) Treasurer;
(v) Assistant Secretary/Treasurer; and
(vi) Chair of the Corporate Governance Committee
(vii) Such other members as the Council considers appropriate.

(d) The Executive Committee may exercise the powers and functions of the Council under paragraph (b) at a time when the Council does not meet, subject to and in accordance with any resolutions and operating guidelines determined by the Council.

(e) The Executive Committee shall meet at such times determined by the President in consultation with other members of the Executive Committee;

(f) The conduct of proceedings at a meeting of the Executive Committee shall be in accordance with the rules in relation to meetings of the Council;

(g) The Executive Director may attend meetings of the Executive Committee, but only has an advisory role and is not entitled to vote at such a meeting.

(h) At all meetings of the Executive Committee four members shall constitute a quorum.

(i) calls for nomination for office bearers and Council shall be made before 1 July in each alternate year;
(i) all nominations must be endorsed by an IPAA member;
(ii) where an election is necessary, ballot papers and profiles on all candidates shall be sent out to members no later than 1 August;
(iii) results of the process shall be announced at the Annual General Meeting held in each alternate year and also be notified in a divisional publication or on the Division's website.
(j) The members of the Council under paragraph (a) shall comprise not less than 25% in number of persons who are Public Servants of the Commonwealth or the Australian Capital Territory;
(i) Public Servants may be co-opted as per clause (j) to reach the 25% minimum representation.

(k) For the purposes of paragraphs (j) and (ji) a person is a Public Servant of the Commonwealth of Australia or the Australian Capital Territory if that person is employed by a Commonwealth or Australian Capital Territory agency.

(l) The President, Deputy Presidents, Secretary, Treasurer, Assistant Secretary/Treasurer and other members of the Council elected in accordance with these rules shall serve a term of two years from the date of the announcement of the results of the ballot for their election. Councillors may seek re-election to a further term of office in accordance with Section 5(b).
The Council shall have the power to fill casual vacancies which may arise during its term of office and to co-opt up to eight additional members as and when necessary.

(m) The Young Professionals Network President and Vice President are members of the IPAA Council.

(n) The Council may delegate any of its powers, functions and directions to such committees of members of the Division or to designated office bearers as it may think fit and may revoke or amend any such delegation.

(o) The Council may make By-Laws not inconsistent with this Constitution.

(p) Meetings of the Council may be convened by the President, the Secretary or the Assistant Secretary upon request in writing of any five of its other members.
(i) At least seven days' notice in writing of any meeting of the Council shall be given to each member of the Council, provided that where it is necessary to convene a meeting at short notice to consider urgent business, as much notice as practicable of the meeting shall be given in writing or orally to each member.
(ii) At all meetings of the Council the President, if present, shall take the chair. If he/she be absent one of the Deputy Presidents shall take the chair. If they are both absent the members present shall elect a member of the Council to take the chair.
(iii) At all meetings of the Council five members shall be a quorum. All questions shall be decided by the majority of the votes of members present, but in the event of an equal number of votes for and against the Chairperson shall have a casting vote as well as a deliberative vote.
(iv) The Council shall have the right to declare vacant the place of any members absent from three consecutive meetings of Council.
(v) The Council may act and all decisions made by it shall be valid notwithstanding any vacancy in its membership.

ANNUAL GENERAL MEETINGS

5. (a) The Annual General Meeting of the Division shall be held not later than 20 December each year at such time and place as the Council shall decide. At least 14 clear days notice of such meeting shall be given to each members of the Division.

(b) The business of such meeting shall be
(i) in every alternate year, the announcement of the results of the postal ballot for the election of office bearers and members of Council for the ensuing two years;
(ii) to receive and consider the report of the Council and the accounts of the division for the past financial year, together with the Auditor's Report thereon;
(iii) to elect the auditor for the ensuing year; and
(iv) to transact any other business of which seven days of written notice shall have been given the Secretary.
(v) An Annual General Meeting shall be conducted in accordance with the rules in relation to general meetings.

GENERAL MEETINGS

6. (a) General meetings may be held as considered necessary by Council and shall be held where ten members have requested the Secretary in writing to hold a meeting to consider a specific issue or issues. In the latter case, arrangements shall be made by the President or the Secretary to hold the meeting within one calendar month from the date of the request. All members shall be given 14 days' notice of a general meeting.

(b) Notice of a general meeting is deemed to have been given if posted to the last address of the member as advised to the Secretary.

(c) At general meetings the President, or in their absence one of the Deputy Presidents, or in the absence of both any member of Council elected by the meeting, shall take the chair.

(d) A quorum for a general meeting shall be 12 members.

(e) A member and a corporate member is each entitled to exercise one vote at a general meeting and election of office bearers and members of Council.
(i) The CEO (or proxy) holds the voting rights of a corporate member.
(ii) Voting will take place by a show of hands unless a ballot is demanded by not less than 10 members present. In the event of an equal number of votes for and against, the Chairperson shall have a casting vote as well as a deliberative vote.

(f) The Secretary shall, at least 14 calendar days before the date fixed for holding of the general meeting, cause to be sent by pre-paid post to each member at the member's address most recently advised in writing to the Council, a notice specifying the place, date and time of the meeting and the nature of the business proposed to be transacted at the meeting.

(g) No business other than that specified in the notice convening a general meeting shall be transacted at the meeting except, in the case of an Annual General Meeting, business which may be transacted pursuant to paragraph 5(b).

(h) Each member shall be entitled to appoint another member as proxy by notice given to the Secretary no later than 24 hours before the time of the meeting in respect of which the proxy is appointed.

(i) The form of appointment of proxy shall include the full name, address and signature of the member appointing the proxy, the full name and address of the proxy, the date of the general meeting the appointment is ion regard to, and may include details of whether the proxy is authorised to vote in favour of or against a particular resolution or resolutions as detailed.

FINANCE

7. (a) The financial year of the Division shall be 1 July to 30 June.

(b) The funds of the Division shall be derived from entrance fees and annual subscriptions of members, donations, any income derived from activities listed in paragraph 2 of this constitution and, subject to any resolution passed by the Division in general meeting and subject to section 114 of the Associations Incorporation Act 1991, and such other sources as Council determines.

(c) Every member of the Division shall pay the subscription within one calendar month after notice to the member. Notice will be deemed to have been given one week after forwarding of a subscription notice to the last address of the member as advised to the Secretary.

(d) No member whose annual subscription remains unpaid after the 1st September in any year shall be a financial member of the Division, and such a person shall not have the right to receive notices or publications, hold office or vote in any ballot or proceeding of the Division.

(e) All moneys of the Division shall be received by the Treasurer who shall pay all such moneys into a bank account in the name of the Division with a bank approved by the Council. Disbursements from that account, or investments of any funds of the Division, may be made under the authority of the Council.

(f) Cheques shall be signed by any two members selected from a panel of members appointed by Council for the purpose or by a member of the panel together with a member of the full-time staff of the Division authorised in writing by Council to do so.

(g) The Treasurer shall keep full and proper accounts of the receipts and disbursements of the moneys of the Division, and shall make such accounts and relevant vouchers available at all reasonable times to the Council and to the Auditors.

(h) The records, books and other documentation of the Division shall be open to inspection at a place in the Australian Capital Territory, free of charge, by a member of the Division at any reasonable hour.

(i) An annual account showing the financial transactions of the Division and the certificate of the auditor thereon shall be presented by the Treasurer to the Annual General Meeting of the Division.

(j) The Treasurer may on behalf of the Division accept any gift, devise or bequest.

(k) Members of Council and members authorised by Council to act on behalf of the Division are indemnified by the Division against personal liability for actions taken for or on the behalf of the Division in accordance with the proper discharge of their duties.

(l) In the event of the Division being dissolved, the amount that remains after such dissolution and the satisfaction of all debts and liabilities shall be transferred to another organisation with similar purposes which is not carried on for the profit or gain of its individual members.

(m) The liability of a member to contribute towards the payment of the debts and liabilities of the division or the costs, charges or expenses of the winding up of the Division is limited to the amount, if any, unpaid by the member in respect of membership of the Division as required by paragraph 3 (i) (iii) of this constitution.

AMENDMENT

8. This Constitution may be amended by the vote of a two thirds majority of the members present and voting at a general meeting of the Division, called for the purpose of considering the amendment and of which fourteen clear days notice has been given to each member of the Division, and at which at least 25 members of the Division are present.

PATRON

9. The Council may at any time appoint any number of members of the Division as a Patron, to perform such role in relation to the affairs of the Division as is determined by the Council in relation to that Patron. Patrons are not members of the Council. The Immediate Past President is a Patron.

COMMON SEAL

10. (i)The Common Seal of the Division shall be kept in the custody of the Secretary.
(ii) The Common Seal shall not be affixed to any instrument except by the authority of the Council and the affixing of the Common Seal shall be attested by the signatures of two members of Council.

CUSTODY OF BOOK AND DOCUMENTS

11. Subject to the Associations Incorporation Act 1991, the Associations Incorporated Regulations and these rules, the Secretary shall keep in his/her custody or under his/her control all records, books, securities and other documents relating to the Division and these shall be available for inspection by members.

SCHEDULE 1

Partners