Rules for the National Association of Research Fellows of NHMRC, Incorporated
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ASSOCIATIONS INCORPORATION ACT 1981 – SCHEDULE 3
Members should note that these Rules are at all times to be read subject to the Associations Incorporation Act (Victoria) 1981 and the Regulations thereto, as amended from time to time.
RULES FOR THE NATIONAL ASSOCIATION OF RESEARCH FELLOWS OF NHMRC INCORPORATED
NAME
- The name of the incorporated association is The National Association of Research Fellows of NHMRC Incorporated (in these rules called “the Association").
INTERPRETATION
- (1) In these rules, unless the contrary intention appears:-
“Association" means the incorporated association.
“Committee" means the committee of management of the Association.
“Member" means a member of the Association.
“Ordinary Member of the Committee" means a State or Territory Representative elected as provided in Rule 26.
“General Meeting" means a general meeting of members convened in accordance with Rule 12.
“Financial Year" means the year ending on 30 June.
“Calendar Year" means the year ending on 31 December.
“The Act" means the Associations Incorporation Act(Victoria) 1981, as amended from time to time.
“The Regulations" means Regulations under the Act.
“The Unincorporated Association" means the unincorporated National Association of Research Fellows of NHMRC.
“NHMRC" means the National Health and Medical Research Council of Australia.(2) In these Rules, a reference to the Secretary of an Association is a reference:-
(a) where a person holds office under these Rules as Secretary of the Association – to that person; and
(b) in any other case, to the Public Officer of the Association.
(3) Words or expressions contained in these Rules shall be interpreted in accordance with the provisions of the Interpretation of Legislation Act (Victoria) 1984 and the Act as in force from time to time.
OBJECTS OF THE ASSOCIATION
- The objects of the Association are:-(1) To promote the professional interests of, and communication between, appointees to the Research Fellowships Schemes of NHMRC.(2) To promote the study and application of health and medical research in all its aspects.
(3) To uphold the highest principles of practice and ethics in biomedical research.
MEMBERSHIP
- (1) There shall be various grades of membership:
(a) Ordinary Membership. This is by subscription, and is open to all persons who hold an appointment to any one of the Research Fellowships Schemes of NHMRC, and who are admitted to ordinary membership pursuant to these Rules.
(b) Associate Membership. This is by subscription, and is open to all persons interested in the Objects of the Association and who are admitted to associate membership pursuant to these Rules. Associate members shall enjoy all the rights and privileges of ordinary membership excepting that they do not have voting rights and may not hold office as provided in Rule 25(1)(a) and (b).
(c) Honorary Membership. The Committee may elect to honorary membership any person who, in its opinion, has rendered distinguished service to any of the Objects of the Association. Honorary members shall enjoy all the right and privileges of ordinary membership, excepting that they do not have voting rights and may not hold office as provided in Rule 25(1)(a) and (b). Honorary members shall not be required to pay entrance fees or annual subscription fees. At the discretion of the Committee, honorary membership may be conferred for a period or for life.
(d) Such other grades of membership as may be provided for in these Rules.
(2) The entrance fees, annual subscription fees and voting rights applicable to each grade of membership may differ.
- All persons who are members of the unincorporated association shall automatically be members of the Association upon its incorporation.
APPLICATION FOR MEMBERSHIP
- (1) A natural person who is approved for membership as provided in these Rules is eligible to be a member of the Association on payment of the entrance fee and annual subscription payable under these Rules.(2) A person who is not a member of the unincorporated association at the time of the incorporation of the Association (or who was such a member at that time but has ceased to be a member) shall not be admitted to membership unless his or her admission as a member is approved by the Committee.(3) An application of a person for membership of the Association:-
(a) shall be made in writing in the form set out in Appendix 1; and
(b) shall be accompanied by the sum payable under these Rules as the entrance fee and the first year's annual subscription; and
(c) shall be lodged with the Treasurer/Registrar of the Association.
(4) As soon as is practicable after the receipt of an application, the Treasurer/Registrar shall refer the application to the Committee.
(5) Upon the application being referred to the Committee, the Committee shall determine whether to approve or to reject the application.
(6) Upon an application being approved by the Committee, the Treasurer/Registrar shall notify the applicant in writing that he or she is approved for membership of the Association, and shall enter the applicant's name in the register of members kept by him or her. Upon the name being so entered, the applicant becomes a member of the Association.
(7) In the event of the Committee rejecting the application, the applicant shall have the right of appeal by notice in writing to the Committee. Upon receipt of such notice the Committee shall cause the allowance or rejection of the application to be determined at the next general meeting of the Association.
(8) In the event of an application for membership being rejected pursuant to these Rules, all moneys tendered by the applicant as set out in sub-clause (3)(b) shall be refunded to the applicant forthwith.
(9) A right, privilege or obligation of a person by reason of his or her membership of the Association:-
(a) is not capable of being transferred or transmitted to another person; and
(b) terminates upon the cessation of his or her membership whether by death or resignation or otherwise.
ENTRANCE FEE AND ANNUAL SUBSCRIPTION
- (1) The entrance fee will be decided upon from time to time at a general meeting.(2) The annual subscription will be decided upon from time to time at a general meeting. The annual subscription falls due on the 1st day of January and is payable by the 30th day of June in each year.
REGISTER OF MEMBERS
- The Treasurer/Registrar shall keep and maintain a register of members in which shall be entered the full name, address, telecommunications numbers, current appointment in the Research Fellowships Schemes of NHMRC (ordinary members) or other professional appointment (associate and honorary members), discipline of biomedical research, and date of entry of the name of each member. The register shall be available for inspection by members upon reasonable notice being given to the Treasurer/Registrar.
ANNUAL GENERAL MEETING
- (1) The Association shall in each calendar year convene an Annual General Meeting of its members.(2) The Annual General Meeting shall be held on such day as the Committee determines.(3) The Annual General Meeting shall be specified as such in the notice convening it.
(4) The ordinary business of the Annual General Meeting shall be:-
(a) to confirm the minutes of the last preceding Annual General Meeting and of any general meeting held since that meeting; and
(b) to receive from the Committee reports upon the transactions of the Association since the last preceding Annual General Meeting; and
(c) to receive and consider the financial statement submitted by the Association in accordance with Section 30(3) of the Act; and
(d) to set the entrance fee and annual subscription fee, providing these have not already been set at a general meeting; and
(e) to take decisions on how best to pursue the objects of the Association.
(5) The Annual General Meeting shall be in addition to any other general meetings that may be held in the same year.
SPECIAL GENERAL MEETING
- All general meetings other than the Annual General Meeting shall be called special general meetings.
- (1) The Committee may, whenever it thinks fit, convene a special general meeting of the Association and, where, but for this sub-clause, more than 15 months would elapse between Annual General Meetings, shall convene a special general meeting before the expiration of that period.(2) The Committee shall, on the requisition in writing of ordinary members representing not less than 5% of the total number of ordinary members, convene a special general meeting of the Association.(3) The requisition for a special general meeting shall state the objects of the meeting and shall be signed by the members making the requisition and be sent to the address of the Secretary and may consist of several documents in a like form, each signed by one or more of the members making the requisition.
(4) If the Committee does not cause a special general meeting to be held within 6 weeks after the date on which the requisition was sent to the address of the Secretary, the members making the requisition, or any of them, may convene a special general meeting to be held not later than 3 months after that date.
(5) A special general meeting convened by members in pursuance of these Rules shall be convened in the same manner as nearly as possible as that in which those meetings are convened by the Committee and all reasonable expenses incurred in convening the meeting shall be refunded by the Association to the person incurring the expenses.
NOTICE OF MEETING
- (1) The Secretary of the Association shall, at least 21 days before the date fixed for holding a general meeting of the Association, cause to be sent to each member of the Association at his or her address appearing in the register of members, a notice by pre-paid post stating the place, date and time of the meeting and the nature of the business to be transacted at the meeting.(2) A member desiring to bring any business before a meeting should give notice of that business in writing to the Secretary, who shall include that business in the notice calling the next general meeting after the receipt of the notice.(3) Any business whatsoever may be discussed and/or transacted at a general meeting of the Association.
PROCEEDINGS AT MEETINGS
- (1) All business that is transacted at a special general meeting and all business that is transacted at the Annual General Meeting with the exception of that specially referred to in these Rules as being the ordinary business of the Annual General Meeting shall be deemed to be special business.(2) No item of business shall be transacted at a general meeting unless a quorum of members entitled under these Rules to vote is present during the time when the meeting is considering that item.(3) 12 members personally present (being members entitled under these Rules to vote at a general meeting) constitute a quorum for the transaction of the business of a general meeting.
(4) If within half an hour after the appointed time for the commencement of a general meeting, a quorum is not present, the meeting if convened upon the requisition of members shall be dissolved and in any other case shall stand adjourned to the next day at the same place and at the same time (unless another place and/or time is specified by the Chairman at the time of the adjournment). If at the adjourned meeting a quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members personally present (being not less than 8) shall be deemed to be a quorum.
- (1) The President shall preside as Chairman at each general meeting of the Association.(2) If the President is absent from a general meeting, the members present shall elect one of their number to preside as Chairman at the meeting.
- (1) The Chairman of a general meeting at which a quorum is present may, with the consent of the meeting, adjourn the meeting from time to time and place to place, but no business shall be transacted at an adjourned meeting other than the business left unfinished at the meeting at which the adjournment took place.(2) Where a meeting is adjourned for 14 days or more, a like notice of the adjourned meeting shall be given as in the case of the general meeting.(3) Except as provided in sub-clause (2), it is not necessary to give notice of an adjournment or of the business to be transacted at an adjourned meeting.
- A question arising at a general meeting of the Association shall be determined on a show of hands and unless before or on the declaration of the show of hands a poll is demanded, a declaration by the Chairman that a resolution has, on a show of hands, been carried or carried unanimously or carried by a particular majority or lost, and an entry to that effect in the Minute book of the Association is evidence of the fact, without proof of the number or proportion of the votes recorded in favour of, or against, that resolution.
- (1) Upon any question arising at a general meeting of the Association, a member has one vote only.(2) All votes shall be given personally or by proxy.(3) In the case of an equality of voting on a question, the Chairman of the meeting is entitled to exercise a second or casting vote.
- (1) If at a meeting a poll on any question is demanded by not less than three ordinary members, it shall be taken at that meeting in such manner as the Chairman may direct and the resolution of the poll shall be deemed to be a resolution of the meeting on that question.(2) A poll that is demanded on the election of a Chairman or on a question of an adjournment shall be taken forthwith and a poll that is demanded on any other question shall be taken at such time before the close of the meeting as the Chairman may direct.
- Upon any question arising at a general meeting of the Association, a postal vote may be called for, providing the motion to conduct a postal vote is called for and carried by a majority of members present and is called for and carried prior to the motion in question being voted on at the meeting. Subject to these Rules, where the postal vote then takes place, the vote on the question is decided by a simple majority of the members who vote in the postal vote.
- A member is not entitled to vote at any general meeting or on any postal ballot unless and until all moneys due and payable by him or her to the Association have been paid, other than the amount of the annual subscription payable in respect of the current calendar year.
- (1) 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.(2) The notice appointing the proxy shall be in the form set out in Appendix 2.
THE PUBLIC OFFICER
- A Public Officer of the Association shall be appointed in accordance with Part V of the Act. He or she shall be a resident of the State of Victoria and shall have attained the age of 18 years and have not attained the age of 72 years. The first Public Officer shall be the person upon whose application the Association was incorporated under the Act, and shall be the Representative of the State of Victoria on the Committee of Management of the Association as specified in Rule 25(1)(b) at the time of the Incorporation of the Association. Thereafter the Public Officer of the Association shall be appointed by the Committee in accordance with the Act. The Public Officer may hold any other office in the Association.
COMMITTEE OF MANAGEMENT
- (1) The affairs of the Association shall be managed by a Committee of Management constituted as provided in Rules 24 and 25.(2) The Committee:-
(a) shall control and manage the business and affairs of the Association;
(b) may, subject to these Rules, the Regulations and the Act, exercise all such powers and functions as may be exercised by the Association other than those powers and functions that are required by these Rules to be exercised by general meetings of the members of the Association; and
(c) subject to these Rules, the Regulations and the Act, has power to perform all such acts and things as appear to the Committee to be essential for the proper management of the business and affairs of the Association.
MEMBERSHIP OF THE COMMITTEE
- The officers of the Association shall be:-
(a) a President; and
(a) the Immediate Past President; and
(b) a Secretary; and
(c) a Treasurer/Registrar.
- (1) Subject to Section 23 of the Act, the Committee shall consist of:-
(a) the officers of the Association; and
(b) the ordinary members of the Committee, being; one representative of each State of Australia and one representative of the Northern Territory and one representative of the Australian Capital Territory where such representatives have been elected as set out in Rule 26; and
(c) the representative of any sub-committee which was initiated by a direct request of the Committee (including any sub-committee so initiated by the unincorporated association prior to incorporation); and
(d) the representative of any association which has been formally recognized by the Association by virtue of shared interests (including any associations so recognized by the unincorporated association prior to incorporation).
(2) In the first instance after the incorporation of the Association, the persons holding the offices referred to in sub-clauses (1)(a) and (1)(b) in the unincorporated association shall be the persons holding those offices in the incorporated Association, and they shall complete the terms of office begun in the unincorporated association. Thereafter these offices shall be filled by election as set out in these Rules.
(3) The provisions of Rule 26, so far as they are applicable with the necessary modifications, apply to and in relation to the election of persons to any of the offices referred to in sub-clauses (1)(a) and (1)(b) herein.
(4) Each person elected to any one of the offices referred to in sub-clauses (1)(a) and (1)(b) herein shall hold office until the second Annual General Meeting after the Annual General Meeting at which the election was declared, but is eligible for re-election.
(5) Each person newly elected to any one of the offices referred to in sub-clauses (1)(a) and (1)(b) herein shall take up his or her office immediately after the Annual General Meeting at which the election was declared, saving that a person elected to fill a casual vacancy as set out in sub-clause (6) shall take office immediately.
(6)
(a) In the event of a casual vacancy occurring in any office referred to in sub-clauses (1)(a) and (1)(b) herein, which occurs within 6 months of the expiration of the term of office, the Committee may appoint a replacement from the members of the Association to the vacant office and the member so appointed may continue in office for the remainder of the term of office; and the period thereafter will be filled in the normal manner described in sub-clause (3) herein.
(b) In the event of a casual vacancy occurring when the remainder of the term of office is 6 months or more, a special election shall be held forthwith but in the same manner as set out in Rule 26.
ELECTION OF COMMITTEE AND VACANCY
- (1) Candidates for election as officers of the Association or State or Territory Representatives must hold ordinary membership in the Association.(2) Nominations of candidates for election as officers of the Association or as State or Territory Representatives:-(a) shall be made in writing, signed by two members of the Association and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination); and
(b) shall be delivered to the Secretary of the Association at least 6 weeks before the date of a scheduled Annual General Meeting in respect of which the specified term of office of the incumbent officer of the Association or State or Territory Representative is expiring.
(3) If insufficient nominations are received to fill all vacancies on the Committee, the candidates nominated shall be deemed to be elected, and further nominations shall then be called for the unfilled positions.
(4) If the number of nominations received is equal to the number of vacancies to be filled, the candidates nominated shall be deemed to be elected.
(5) If the number of nominations exceeds the number of vacancies to be filled, a postal ballot shall be held.
(6) A postal ballot for the election of officers of the Association and State or Territory Representatives shall be conducted, in such usual and proper manner as the Committee may direct, during the 6 week period immediately preceding the Annual General Meeting at which the elections will be declared.
(7) A nomination of a candidate for election under this clause is not valid if that candidate has been nominated for another office for election at the same election.
(8) Nomination of and voting for candidates for election as officers of the Association is open to all ordinary members of the Association.
(9) Nomination of and voting for candidates for election as State or Territory Representatives is restricted to ordinary members who are resident in the relevant State or Territory.
- For the purposes of these Rules, the office of an officer of the Association or of a State or Territory Representative becomes vacant if the officer or representative:-
(a) ceases to be a member of the Association; or
(b) resigns his or her office by notice in writing given to the Secretary; or
(c) is removed from office by the Association pursuant to these Rules.
PROCEEDINGS OF COMMITTEE
- (1) The Committee shall meet by personal presence at least once in each calendar year at such place and such time as the Committee may determine and/or shall meet at least once in each calendar year by means of telecommunications conference at such time as the Committee may determine. For the purposes of these Rules, a meeting of the Committee by means of telecommunications conference shall be deemed to be equivalent to a meeting by means of personal presence.(2) Special meetings of the Committee may be convened by the President or by any five of the members of the Committee.(3) Notice shall be given to members of the Committee of any special meeting specifying the general nature of the business to be transacted. Other business which is not on the notice paper may be transacted at such a meeting.
(4) A quorum for meetings of the Committee shall consist of not less than five members of the Committee, one of whom should be the President.
(5) No business shall be transacted unless a quorum is present and if within half an hour of the time appointed for the meeting a quorum is not present the meeting shall stand adjourned to the same place and at the same hour of the next day following (unless another time, place and/or day is specified by the Chairman at the time of the adjournment). However if the meeting was a special meeting it will lapse.
(6) At meetings of the Committee:-
(a) the President shall preside; or
(b) if the President is absent the Immediate Past President shall preside.
(7) Questions arising at a meeting of the Committee or of any sub-committee appointed by the Committee shall be determined on a show of hands or voices or, if demanded by a member, by a poll taken in such manner as the person presiding at the meeting may determine.
(8) Each member present at a meeting of the Committee or of any sub-committee appointed by the Committee (including the person presiding at the meeting) is entitled to one vote and, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.
(9) Written notice of each Committee meeting shall be served on each member of the Committee at a reasonable time being at least two business days before the date of the meeting.
(10) Subject to sub-clause (4), the Committee may act notwithstanding any vacancy on the Committee.
SECRETARY
- (1) The Secretary of the Association shall keep minutes of the resolutions and proceedings of each General Meeting and each Committee meeting in books provided for that purpose together with a record of the names of persons present at Committee meetings. Such minute books shall be available for inspection by the members of the Association upon reasonable notice being given to the Secretary.(2) The Secretary of the Association may delegate the routine functions of the office of Secretary to such person or persons as the Committee deems expedient.
TREASURER/REGISTRAR
- (1) The Treasurer/Registrar of the Association:-
(a) shall collect and receive all moneys due to the Association and make all payments authorized by the Association; and
(b) shall keep correct accounts and books showing the financial affairs of the Association with full details of all receipts and expenditure connected with the activities of the Association; and
(c) shall keep and maintain the register of members of the Association.
(2) The accounts and books referred to in sub-clause (1) shall be available for inspection by members of the Association upon reasonable notice being given to the Treasurer/Registrar.
(3) The Treasurer/Registrar of the Association may delegate the routine functions of the office of Treasurer/Registrar to such person or persons as the Committee deems expedient.
REMOVAL OF MEMBER OF COMMITTEE
- (1) The Association in general meeting may by resolution remove any member of the Committee before the expiration of his or her term of office and appoint another member to hold that office until the expiration of the term of the first-mentioned member.(2) Where the member to whom a proposed resolution referred to in sub-clause (1) makes representations in writing to the Secretary or President of the Association (not exceeding a reasonable length) and requests that they be notified to the members of the Association, the Secretary or the President may send a copy of the representations to each member of the Association or, if they are not so sent, the member may require that they be read out at the meeting.
RESIGNATION AND EXPULSION OF MEMBER
- (1) A member of the Association who has been paid all moneys due and payable by him or her to the Association may resign from the Association by first giving four weeks notice in writing to the Secretary of intention to resign and upon the expiration of that period of notice, the member shall cease to be a member.(2) Upon the expiration of a notice given upon sub-clause (1), the Treasurer/Registrar shall make in the register of members an entry recording the date on which the member by whom the notice was given ceased to be a member.(3) Membership of the Association shall automatically cease upon a member's subscription becoming more than two years in arrears. The financial records kept by the Treasurer/Registrar shall, unless and until the contrary is proved, be deemed to be true and correct with regard to whether or not a member's subscription has been received by the Association.
- (1) Subject to these Rules, the Committee may by resolution:-
(a) expel a member from the Association; or
(b) suspend a member from membership of the Association for a specified period;
if the Committee is of the opinion that the member –
(i) has refused or neglected to comply with these rules; or
(ii) has been guilty of conduct unbecoming a member, or prejudicial to the interests of the Association.
(2) A resolution of the Committee under sub-clause (1):-
(a) does not take effect unless and until the Committee at its next meeting after service on the member of a notice under sub-clause (3) confirms the resolution in accordance with this clause; and
(b) where the member exercises a right of appeal to the Association under this clause, does not take effect unless and until the Association confirms the resolution in accordance with this clause.
(3) Where the Committee passes a resolution under sub-clause (1), the Secretary shall cause to be served on the member a notice in writing:-
(a) setting out the resolution of the Committee and the grounds on which it is based; and
(b) stating that the member may address the Committee at its next meeting; and
(c) stating the date, place and time of that meeting; and
(d) informing the member that he or she may do one or more of the following:-
(i) attend the meeting;
(ii) give to the Committee before the date of the meeting a written statement seeking the revocation of the resolution;
(iii) not later than 24 hours before the date of the meeting, lodge with the Secretary a notice to the effect that he or she wishes to appeal to the Association against the resolution.
(4) At a meeting of the Committee held in accordance with sub-clause (2), the Committee:-
(a) shall give to the member an opportunity to be heard; and
(b) shall give due consideration to any written statement submitted by the member; and
(c) shall by resolution determine whether to confirm or to revoke the resolution.
(5) Where the Secretary receives a notice under sub-clause (3)(d)(iii), he or she shall notify the Committee and place the matter of the appeal against the resolution on the agenda for such next general meeting of the Association.
(6) At such next general meeting of the Association:-
(a) the Committee may place before the meeting details of the grounds for the resolution and the reasons for the passing of the resolution; and
(b) the member shall be given an opportunity to be heard and to call such witnesses as is reasonable; and
(c) the members present shall vote by secret ballot on the question of whether the resolution should be confirmed or revoked.
(7) If at such general meeting:-
(a) at least two-thirds of the members present vote in person or by proxy in favour of the confirmation of the resolution, the resolution is confirmed; and
(b) in any other case, the resolution is revoked.
NOTICES
- (1) A notice may be served by or on behalf of the Association upon any member either personally or by sending it by post to the address, or by facsimile transmission to the telecommunications number, shown in the Register of Members.(2) Where a document is properly addressed pre-paid and posted to a person as a letter, the document shall, unless and until the contrary is proved, be deemed to have been given to the person at the time at which the letter would have been delivered in the ordinary course of post.(3) Where a document is properly addressed and transmitted by facsimile, the document shall, unless and until he contrary is proved, be deemed to have been given to the person within two business days from the time of the transmission.
FUNDS
- The funds of the Association shall be derived from membership entrance fees, annual subscriptions, donations and from such other sources as the Committee determines.
CHEQUES
- All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by two members of the Committee who have been authorized by the Committee to sign on its behalf.
COMMON SEAL
- (1) The Common Seal of the Association shall be kept in the custody of the Secretary.(2) The Common Seal shall not be affixed to any instrument except by the authority of the Committee and the affixing of the Common Seal shall be attested by the signatures either of two members of the Committee, or of one member of the Committee and of the Public Officer of the Association.
CUSTODY OF RECORDS
- Except as otherwise provided in these Rules, the Secretary shall keep in his or her custody or control all books, documents and securities of the Association.
ALTERATION OF RULES AND STATEMENT OF PURPOSES
- These Rules and the Statement of Purposes of the Association shall not be altered except in accordance with the Act.
WINDING UP OR CANCELLATION
- In the event of the winding up or the cancellation of the incorporation of the Association, the assets of the Association shall be disposed of as follows:The Registrar of Incorporated Associations shall request the Australian Academy of Science or any successor body thereto, to appoint Trustees to disburse the assets of the Association as far as possible in keeping with the objects of the Association.
INTENTION OF RULES FOR THE NATIONAL ASSOCIATION OF RESEARCH FELLOWS OF NHMRC INCORPORATED
These comments provide, where appropriate, an explanation of the intention of the Rules for the National Association of Research Fellows of NHMRC Incorporated and of the current operation of the Association, and should be read in conjunction with the Rules. The Rules have been formulated to provide a blueprint for sound working practices for NARF without being overly prescriptive (on the basis that NARF will run on the good sense of its members, rather than by strict adherence to an inflexible document).
MEMBERSHIP
Rule 4 provides for various grades of membership notably ordinary, associate and honorary members. (Prior to incorporation, associate members were referred to as honorary members.)
Ordinary members must hold a current NHMRC appointment as Research Fellow, Senior Research Fellow, Principal Research Fellow, Senior Principal Research Fellow, Research Scientist or R. Douglas Wright Fellow. Approval of an application for ordinary membership of the Association (Rule 6) shall be automatic when
(a) the application form has been completed,
(b) the fees have been paid, and
(c) the Committee has confirmed the NHMRC Research Fellowship status of the applicant.
It is noted that the classification of NHMRC Research Scientist will be terminated by NHMRC by the end of 1993. The criterion for eligibility for ordinary membership of NARF is simply stated [Rule 4(1)(a)] as current appointment to any one of the Research Fellowships Schemes of NHMRC. This umbrella criterion permits NARF to confer eligibility for ordinary membership to new grades of NHMRC fellowship (as they may be created by NHMRC from time to time) at a general meeting of NARF, without the requirement for formal alteration to the Rules. Inclusion of non-NHMRC research fellows as ordinary members will require formal changes to the title of the Association and to the Rules governing membership
Associate members may be former NHMRC Research Fellows, former ordinary members, or anyone else with a genuine interest in furthering any of the objects of the Association. Applicants for associate membership shall give their reasons for so applying on the Application Form (Appendix 1 to the Rules). Such applications will be considered by the Committee, though only genuine applicants would be expected as associate members do not have voting rights, and may not hold office as officers of the Association or as State or Territory Representatives [Rule 25(1)(a) and (b)].
ENTRANCE FEE AND ANNUAL SUBSCRIPTION
The fees determined at the 1992 Annual General Meeting were:
Entrance Fee $0
Annual Subscription $30
COMMITTEE
The composition of the Committee (Rule 25) shall be
(a) the officers of the Association (President, Secretary, Treasurer/Registrar)
(b) the ordinary members of the Committee (State and Territory Representatives)
(c) sub-committee representatives
(d) like-association representatives
[concerning (a)] The 1991 Annual General Meeting rejected a motion calling for the office of Vice-President to be created. Any future requirement for additional positions of officer of the Association (e.g. Vice-President, Past-President, President-Elect) will require formal change to the Rules.
[concerning (b)] In the event that a Representative of a State or Territory is not elected according to Rule 26 (i.e. no candidate stands for election or there are less than 3 ordinary members – being candidate, nominator and seconder – resident in the State or Territory), the ordinary members in that State or Territory can decide which other State or Territory shall represent them, but they shall not be eligible to vote in the election of Representative in that other State or Territory. Unless the Committee determines otherwise, the Public Officer of the Association shall be the Victorian State Representative on the Committee.
[concerning (c)] Any sub-committee constituted by the Committee at its own instigation or by direction from the Association shall have a Representative who is a member of the Committee. Initiatives to constitute a sub-committee or a working party should be made bearing in mind that a representative of the former but not the latter shall become a member of the Committee. It is the intention of this clause [sub-clause (1)(c) of Rule 25] to provide the Committee with the power to co-opt a member of the Association to its number, as provided in the Constitution of the association prior to incorporation. To this end, the Committee may deem the National Representative of NHMRC Research Fellows on the Career Awards Committee (who may or may not be a nominee or ordinary member of the Association) to be the Representative of an Association sub-committee. As well, the Committee may deem it expedient to form a Membership Sub-committee to make recommendations on membership applications and to suggest names for Honorary Membership, as appropriate.
[concerning (c) and (d)] It is worth noting that whereas only ordinary members may be elected to office under (a) and (b), no such restriction applies to (c) and (d). Thus, associate or honorary members or even non-members can theoretically be members of the Committee of Management (presumably with voting rights at the Committee level but not the Association level i.e. AGM or special general meeting). This is a grey area. As at December 1992 there were no sub-committees of the Committee of Management or recognized like associations. However the question of the NARF membership status of (c) and(d) representatives and voting rights needs to be kept in mind, and appropriate changes to the Rules considered in the light of several years operation of the Association.
OPERATION OF THE ASSOCIATION
As provided for in the Rules, the Association shall convene an Annual General Meeting each calendar year at which a quorum of (not less than) 12 ordinary members must be present for the transaction of business. No other general meetings of the Association would be expected to be held in any one year under usual circumstances. The Committee shall meet normally by means of telephone conference, at least once in each year. A quorum of 5 members of the Committee is required for the transaction of business.
Except at such meetings of the Committee or the Annual General Meeting, conduct of business shall be by postal- or tele-communications between members of the Committee. State or Territory Representatives shall act as the interface between the Committee and the members. The opinion of members shall be sought by State or Territory Representatives on any significant item of business being transacted by the Committee, as has been the practice in the unincorporated association.
Ron Dickinson
Phil Marley
Arthur Shulkes
Roy Goldie
NARF Incorporation Working Party
15 December, 1992