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Who can be on the committee

The management committee must:

  • have at least 3 members
  • include the offices of president and treasurer (a person cannot be both).

An association must have a secretary. Many associations include the secretary as a committee member.

Rules

You association’s rules must include:

  • who can be on your committee
  • what powers the committee has
  • how positions are elected and appointed
  • the term limit that exists for committee members
  • the reasons a position may become vacant
  • how to fill casual vacancies on the committee
  • how many you need for a quorum (how many committee members must be present for a meeting)
  • the procedures to follow at a committee meeting.

Eligibility

All members of the management committee (except for the secretary) must be:

  • 18 years of age or older
  • a member of the association.

The secretary must be a resident of Queensland or live within 65km of the Queensland border. No such requirement exists for other committee members.

Ineligibility

A person cannot sit on your committee if they:

  • have been convicted on indictment
  • are currently or have recently been in prison (other than for payment of a fine)
  • are bankrupt.

A person has ‘recently been in prison’ until their rehabilitation period expires. This period is set out in the Criminal Law (Rehabilitation of Offenders) Act 1986.

Vacancies

A committee member's position may become vacant. If so, the committee may either:

If you appoint an acting member, you will need to hold an election at the AGM to fill the position permanently.

If the positions of president, secretary or treasurer become vacant, you will need to:

  • appoint a new officer to the role
  • advise us within a month of the position becoming vacant.

To advise us, fill out and submit a change of details form.

Accountability

Committee members have a duty to act in the best interests of the association. If they do not, they may be personally liable for the consequences.

This means they should:

  • never abuse their powers as committee members
  • declare conflict of interests
  • exercise due care, skill and diligence.

The committee must ensure the association fulfils its reporting requirements every year. If they don’t, we may issue the association with a ‘show cause’ notice asking it to give reasons as to why we shouldn’t cancel its incorporation.

Elections

Members may nominate candidates. The committee must be elected:

  • at a general meeting (usually the AGM)
  • in accordance with your association’s rules.

An election might happen by:

  • show of hands
  • secret ballot.

If your association uses a ballot for elections, you’ll need to appoint 2 ballot counters. They must:

  • be members of the association
  • not be candidates for the positions
  • announce the results at the meeting.