The name of the Association shall be “Cancer Care Centre Incorporated”, hereinafter called “the Association”.
The Objectives of the Association shall be:
First To form a non-profit, non-denominational association for people affected by cancer, their families and concerned individuals.
Second To provide active support in a loving and caring environment for people affected by cancer and their families with the aim of improving quality of life. To recognise the importance of the individual’s contribution to the outcome of his/her treatment.
Third To encourage people affected by cancer to play an active, positive role in the process of enhancing their own health and wellbeing. To focus on the significance of nutrition, stress management, positive thinking and meditation.
Fourth To assist people affected by cancer and their families to explore and work through the process of death and dying.
Fifth To provide access to educational resources.
Sixth To facilitate access to ancillary support services.
Seventh To encourage communication and interaction between people affected by cancer, medical personnel and other care personnel.
Eighth To support and liaise with other relevant self help and support groups.
Ninth To encourage cancer prevention by promoting healthy life-styles in the community.
Tenth To provide equitable access to our services for all members of the community within the resources of the Centre, and to recognise special needs of those who require our assistance.
Eleventh To do all other things as may be incidental to the attainment of such Objectives.
- Members shall be interested persons who have agreed to accept the above Objects and have paid the prescribed membership.
- member organisations shall be organisations which have applied in writing for membership, expressed support for the above Objects, and paid the prescribed member organisation fee and which are accepted as member organisations by majority vote of the Board.
- member organisation may appoint from its members a representative who may speak and vote on its behalf at a General Meeting.
- membership may be suspended by a not less than two-thirds majority vote at a Board Meeting.
- the Association shall not be required to accept the renewal or membership of a suspended member or member organisation when renewal next falls due.
- Membership shall cease on:
- resignation in writing delivered to the premises of the Association or;
- non-renewal of membership within two months of expiry.
- Management shall be vested in a Board of not less than 6 members nor more than 14 members preferably including one medical person, one trained counsellor or psychologist and two cancer patients.
- The Officers of the Board shall be President, Vice-President, Chairperson, Secretary, Treasurer and Minute Secretary and such Officers shall be elected at the first Board meeting following the Annual General Meeting and shall be drawn from elected members of the Board. An employee of the Association can be co-opted to the Board to the position of Secretary, but shall have no voting rights. The Board has the right to combine any positions on the Board such as President and Chairperson, and Secretary and Minute Secretary.
- The normal term of office for Board Members shall be two years with 50% of the Board Members retiring each year. Those who retire are eligible for re-election.
- Vacancies unfilled or arising in the Office Bearers or other Board Members may be filled by the Board co-opting members for the unexpired remainder of the term.
- The Board shall meet as often as may be required to conduct the business of the Association and not less than 6 times in each calendar year.
- The quorum shall be one-half the number of Board Members.
- The President or two other members of the Board shall have power to call a meeting of the Board.
- Notice of meetings shall be given at the previous Board Meetings or by not less than 7 days written notice distributed to all the Board members.
- An office bearer or member of the Board shall cease to hold such office upon:
- resignation in writing; or
- suspension as a member of the Association; or
- absence for three successive Board meetings without an explanation acceptable to the Board.
- The Board may appoint sub-committees of the members and non-members for specific purposes who shall meet as they see fit or as directed by the Board and who shall report to the Board. A member of the Board shall chair each such sub-committee.
- Any employee of the Association can be a member of the Board ex-officio, but shall have no voting rights.
5. GENERAL MEETINGS
- General Meetings, which shall include the Annual General Meeting and any Special General Meeting shall be held no less than one per calendar year to further the Objects of the Association.
- Written notice of not more than 28 days and not less than 7 days of all General meetings shall be displayed at the meeting places of the Association and shall be either distributed to all members or published in the Public Notices of the Adelaide Advertiser.
- Members shall each be entitled to one vote at any General Meeting at which they are present.
- A quorum at any General Meeting shall be 10 members or two-thirds of the members, whichever is less.
- If at any General Meeting there is no quorum within 30 minutes of the time appointed for the meeting then a majority of members present may decide to adjourn the meeting for a period not exceeding 14 days. The quorum for such adjourned meetings shall be 5, failing which the meeting will lapse altogether.
- A Special General meeting shall be called by the Secretary within 28 days of receipt of a directive of the Board or a written request of 3 Board members or 6 members specifying the business to be conducted at the meeting.
- The Annual General Meeting shall be held once in each calendar year and not more than three months after the close of the financial year which shall be 30th June.
- The business of the Annual General Meeting shall be:
- to confirm the minutes of the preceding Annual General Meeting.
- to receive the President’s report for the previous financial year.
- to receive the Treasurer’s report and the audited financial statements for the previous financial year, together with the financial budget for the current financial year.
- to elect or re-elect the Board Members who must consent in person or in writing.
- to conduct any other business placed on the agenda before the commencement of the meeting.
- Voting shall be by a show of hands except that:
- any contested election at an Annual General Meeting or otherwise shall be by secret ballot;
- the meeting may, by show of hands, require any other vote to be secret ballot.
- Resource persons with special interests or knowledge relevant to the Association may be invited to attend any meeting and to speak at the discretion of the Chairperson, but such persons may not vote.
- The President shall keep the Common Seal which shall be affixed only by resolution of the Board or of a General Meeting and in the presence of two Board members including at least one office bearer.
- The President at any meeting shall have a personal deliberative vote and shall in addition have a casting vote if votes are equal.
- The President together with the Secretary shall prepare the agenda for Board and General Meetings.
- The President shall encourage full balanced participation in meetings by all members and shall decide on matters of order.
- The President shall act as spokesperson for the Association unless an alternative spokesperson has been appointed by the Board. The spokesperson shall make statements in accordance with previously agreed policy.
The Vice-President shall take over the responsibilities and duties of the President in the President’s absence or at the President’s request.
The Chairperson shall chair Board and General Meetings.
- The Secretary shall call meetings in accordance with the provisions of the Constitution.
- The Secretary shall cause to be kept records of the Association, including the Constitution and policies, records of members, a register of minutes of meetings and notices, a file of correspondence, and records of submissions or reports made by or on behalf of the Association.
- The Treasurer shall cause monies received to be paid into an account authorised by the Board in the name of the Association. Payments shall be as petty cash or by cheque signed by the two authorised signatories of whom there shall be 4 appointed by the Board. Major or unusual expenditure shall be authorised in advance by the Board.
- The Treasurer shall cause records to be kept of all receipts and payments and other financial transactions, which records shall be available for inspection by any member.
- The Treasurer shall cause to be prepared financial budgets and statements and shall submit a minimum of 3 monthly, quarterly reports on finance to the Board.
12. MINUTE SECRETARY
The Minute Secretary shall take minutes of Board and General Meetings, and assist the secretary as requested.
13. AMENDMENT OF CONSTITUTION & RULES
- This constitution may be altered or amended by resolution of two-thirds of members present and voting at a General Meeting of which not less than seven days notice of the proposed alteration or amendment has been distributed to all members.
- A General Meeting may make, repeal or amend Rules for the proper administration of meetings or business provided that not less than 7 days written notice including notice of the proposed new rule or repeal, alteration or amendment has been distributed to all members.
14. FINANCES & PROPERTY
- Persons who by authority accept or incur any pecuniary liability on behalf of the Association shall be held indemnified against personal loss irrespective of such liability.
- The income property and funds of the Association shall be used and applied solely towards the promotion of the Objects and shall not be paid or transferred to the members or relatives of members, provided that:
- nothing herein contained shall prevent any payment in good faith to any person in return for services actually rendered or to any person in furtherance of the Association and without undue preference.
- On dissolution all property whether real or personal remaining after payment of all debts and legal liabilities shall be transferred to such body formed for promoting similar objects for charitable objects as shall be approved by the Association provided that:
- such other body shall also prohibit the distribution of income and property to the members to the extent stated herein;
- if the Association shall have been approved pursuant to Section 78 (1) of the Income Tax Assessment Act, then such other body shall also be approved; and
- The Association may be dissolved by a special resolution passed at a duly convened meeting of the members of the Association if –
- at least 21 days written notice specifying the intention to propose the special resolution has been given to all members of the Association; and
- it is passed at a meeting referred to in (a) by a majority of not less than three quarters of members of the Association as, being entitled to do so, vote in person or, where proxies are allowed, by proxy, at that meeting.
- The Association shall have all the powers as conferred in section 25 of the “act.”
Constitution amendment confirmed at Annual General Meeting
Date 31 August 2004
Signed by Chairperson