ROCKHAMPTON AND DISTRICT INC.
Adopted at the
General Meeting on Monday 8th April 2013
Revised June 2015
Subscription for the period 1st January to 31st December shall be
$15.00 per member.
Persons wishing to become members must complete an ‘Application
for Membership Form’ which is attached to each quarterly Journal
or available from the Secretary.
Joining Fee – nil.
Continuing Members must pay the full year’s membership subscription
and should renew their membership by the 31st December.
New Members joining before 30th June each year shall pay the full
annual subscription fee.
New Members joining between the 1st July and 30th October each year
shall pay half the full annual subscription fee.
New Members joining after the 30th October shall pay a full annual
subscription fee which will give them membership until the end of
the following year.
Members who have not renewed their membership will be sent a reminder.
Should membership not be renewed by the 30th April, the membership
will be cancelled and the name deleted from the Financial Member’s
A charge may
be made for social activities or trips. The charge should be set
to cover the costs related to the particular activity or trip, but
in special cases, the Management Committee may determine to provide
a subsidy towards the cost of an activity or trip. The charge should
be advised on the Monthly News sheet and paid to the Social Activities
Co-ordinator before the activity or trip. When U3A has paid for
an activity or trip, they can make no refunds to members for cancellations.
that use materials or venues that charge for their use, should advise
those charges before members enrol in these groups. The Activities
Co-ordinator should be advised of the charge and it should be shown
on the Activities Sheet.
The U3A Rockhampton
and District Inc. Australian Business Number as recorded on the
Australian Taxation Office (Australian Business Register) is 83
907 668 103
President of U3A Rockhampton and District Inc. shall be the Contact
Person with the ATO for the ABN Registration.
In the case
of a change of President, the outgoing President must update the
contact details with the ATO in order to update the ABN Registration.
(Note – The Australian Taxation Office will only correspond
with the listed Contact Person)
– As determined by the management committee.
(a) A savings account with cheque facility.
(b) Term deposit.
(a) Book keeping of all financial transactions to be recorded:-
(i) in a ledger if handwritten; or
(ii) Using a suitable account keeping computer program.
(b) A receipt to be issued for monies received.
monies received should be banked as soon as possible after receipt.
(d) Internet only to be used to view accounts and download bank
(e) The treasurer has authority to pay accounts when due, and such
payments are to be ratified at the next Management Committee Meeting
The level of Petty Cash is:-
(a) Secretary - $100.00; Floats (cash held as change)
(b) Treasurer -$100.00
(c) Social Activities Co-ordinator - $100.00
Cheques are to be signed by any two (2) of the following –
Treasurer, Secretary, President, Social Co-ordinator.
Committee shall consist of – President, Vice-President, Secretary,
Assistant Secretary, Treasurer, Activities Co-ordinator, Guest Speaker
Co-ordinator, Social Co-ordinator, Publicity Officer, Journal Editor,
Volunteers Co-ordinator, Web Site Co-ordinator and the Immediate
Past President (for 1 year after their term as President, provided
they are willing to accept the position)
While all Management
Committee Positions will be declared vacant at each Annual General
Meeting, members may be renominated for that Management Committee
A member should
only be expected to serve in the same Management Committee Position
for 3 consecutive years. Should a member have served in the same
Management Committee Position for 3 years and a candidate for that
position cannot be found, a motion at a General Meeting, may give
approval for that member to serve a further year in that position.
of the Association will be held from 9.30am on the first Monday
of each month except January. The venue for General Meetings is
the Frenchville Sports Club, Clifton Street, Berserker. General
Meetings are to keep members informed of decisions of the Management
Committee as they apply to the regular activities in which members
could be involved. The following Management Committee Members should
report to the General Meetings as required – Treasurer, Activities
Co-ordinator, Social Co-ordinator, Guest Speaker Co-ordinator and
A Record of Attendance at each general meeting is to be kept in
a manner determined by the Management Committee.
Volunteer Positions at General Meetings. The following Volunteer
Positions are required to provide for the efficient running of the
(i) 3 members required to maintain the record of attendance sheets
and to distribute the monthly News- sheet.
(ii) 1 member to welcome visitors and new members.
(iii) 1 member to sell tickets in the raffle.
(iv) 3 members to assist with morning teas.
The Annual General Meeting will be conducted in March.
General Meeting must include a “Sign on Day” where members
have the opportunity to meet individual Tutors/Activity Co-ordinators
in order to sign on for the Activity Group.
General Meeting will include a “Show and Tell” session
where Groups have the opportunity to display or speak about the
activities of the Group during the year.
All other General
Meetings during the year are to include a guest speaker.
is to be made available for members following the business session
of the meeting followed by the Guest Speaker.
sheet is to be made available for each member attending General
Meetings; the information contained thereon should include –
Date, time and Guest Speaker for present meeting and next meeting,
Details of the next two (2) Social/Educational Outings/Trips, Details
provided by Tutors/Co-ordinators of Activity Groups when requested,
or any information the Management Committee requests. Minutes of
the previous General Meeting are to be printed on the back of the
A Journal shall
be produced by the Journal Editor for distribution to members at
the March, June, September and December meetings. The Journal may
be distributed in print form, or in electronic form to members who
provide an email address for that purpose.
Committee Meetings will be held on the Monday 2 weeks prior to each
General meeting. The meetings will be held in a room provided by
CQ University, Australia commencing at 9.30am. This meeting will
determine the routine administration of the Association. All financial
transactions are to be approved by this meeting. Reports, recommendations
and proposals are to be submitted to the Committee and where necessary
details taken to a General Meeting for formal approval by the Association.
with an expertise or interest may make a request to the Management
Committee to form an Activity Group.
Group may operate for members only or in conjunction with another
organization, when in those circumstances it shall be known as a
Committee shall approve the formation of an Activity Group provided:-
(a) A suitable Tutor/Co-ordinator is willing to take responsibility
to lead the group.
(b) Sufficient interest is shown by members to make the group viable.
(c) A suitable venue is available as a meeting place for the group.
(d) Costs to members participation are known and reasonable.
Tutors/Co-ordinators will be supplied with a Roll at the beginning
of each year, or prior to a Group commencing. The Tutor/Co-ordinator
should keep an accurate record of each member’s attendance
at each group meeting, including times of arrival and departure.
is the responsibility of the Management Committee.
The Management Committee should take responsibility for the changing
of meeting dates and or venues should the need arise. e.g. unavailability
of venue, public holidays.
– A Quarterly Journal is to be produced each quarter by the
Editor and made available to all members and co-operating organisations.
The Journal should contain information, stories, poems, photographs
and artwork submitted by members; current Activity Sheets and Membership
(ii) NEWS SHEET – A news sheet is to be produced
by the Secretary for distribution at each General Meeting to members
and made available to co-operating organisations.
(iii) WEBSITE – A site on the World Wide
Web is to be maintained by a Web Co-ordinator in conjunction with
the Management Committee. The site should contain details of the
Association’s contacts, functions and activities. To maintain
the website a Domain Name renewal is to be paid every two years
(2013 approx $38)
Officer will arrange for information to be given to the Media regarding
meetings, activity groups and any special events.
Sheets will be supplied to each Activity Group Tutor/Co-ordinator
and will also be available at each General Meeting. In the event
of an accident or injury to a member at any U3A meeting or activity
an Accident Report Sheet should be completed giving full details.
The completed sheet should be given to the Secretary for filing
and future reference if required.