The aims and objects of the Association shall be:

• a. To act as a properly constituted body, in public matters, effecting the welfare of members of the Association and residents of Pitt Town and environs as defined.
• b. To work for the progress and development of Pitt Town and environs.
• c. The area of Pitt Town as defined by Council in 1976, which shall be that area enclosed from the intersection of South Creek and the Hawkesbury River along McKenzie’s Creek to Pitt Town Road along Saunders Road to Old Stock Route Road up to Scheyville Road to Old Pitt Town Road, east down Schofields Road to Avondale Road, west of Longneck Lagoon and across Cattai Road to the Hawkesbury River and bounded in the west by the Hawkesbury River.

The powers of the Association shall be:

• a. To become an Incorporated Association and be guided by their model rules.
• b. To act on behalf of the residents, ratepayers and local business operators of Pitt Town as defined.
• c. To bring before the proper authorities, matters relating to the progress and development of the area.
• d. To work for improved amenities within the area.
• e. To combine with, or support, other public organisations to obtain recognition of cl aims for improvement deemed necessary, within the Hawkesbury Valley area.
• f. To select, appoint, finance and control delegations which may, from time to time, be necessary.
• g. To make rules and by-laws for the Association consistent with the spirit of this constitution and the Incorporation Act.
• h. To raise funds deemed necessary by the Association using means considered expedient in the circumstances.
• i. To fix the annual membership subscription to the Association as hereafter stated and to review the amount of the subscription as may from time to time be necessary.

• a. Membership is available to all residents, ratepayers and local business operators in Pitt Town and environs as defined in Clause 2. (over 18 years of age)
• b. Application for membership shall be submitted on the prescribed form, duly signed by the applicant and proposer and seconder together with the prescribed annual membership fee for approval.
• c. Membership applications to be considered at the next monthly meeting of the Association for approval. If approved, voting rights and nominations for office do not apply for one month.
• d. The annual membership fee as prescribed shall be paid prior to the first of September each year.
• e. Membership in arrears for more than two months shall be deemed to have lapsed and a further application for membership will be required.
• f. Persons under 18 years of age may be accepted as honorary members without voting rights.
• g. Voting will be in person only; no proxy votes will apply. In the event of an equality of votes, the Chairman may exercise a casting vote in matters requiring a simple majority.
• h. No person excluded by Law shall be admitted to the Association.

ANNUAL GENERAL MEETING

• a. The Annual General Meeting shall be held within 3 months of the end of the financial year being 30th June each year.
• b. Fourteen days’ notice of each AGM shall be posted to each financial member at their registered address prior to such meeting.
• c. A quorum at each meeting shall be 10 persons eligible to vote. I n the event of a quorum not being realised at any Annual General Meeting a further meting shall be held within fourteen days and the quorum shall be those persons present entitled to vote.
• d. A ballot may be demanded on any question by at least five members.
• e. The business of the Annual General Meeting shall be:
• – 1. To confirm the minutes of the previous Annual General Meeting.
• – 2. To receive the annual reports of the President and the Secretary.
• – 3. To receive the Financial Report of the Association correctly audited.
• – 4. To deal with all matters that due notice has been given.
• – 5. To elect Patrons, President, Snr. Vice President, Vice President, Secretary, Treasurer, Hon. Auditor and Public Officer.

ORDINARY GENERAL MEETING

• a. Ordinary meetings shall be held at 7.30 p.m. on the first Monday of each month, unless it is a public holiday in which case it will be adjourned until the following Monday.
• b. The business of the Ordinary Meeting shall be to confirm the minutes of the previous meeting; deal with specific matters raised; receive a Treasurer’s statement of finance deal with accounts and correspondence and deal with general business raised; to accept new members; etc.
• c. A quorum for such meetings shall be 7 persons.

SPECIAL OR EXTRAORDINARY MEETING

• a. Special General Meeting may be called by the executive when deemed necessary.
• b. Shall be called by the Executive by request, in writing, to the Secretary when such request is signed by at least seven financial members of the Association. The request must set out the matter it proposes to bring forward.
• c. Such meetings shall be held within twenty-one days from the receipt of the request. A t least seven days’ notice must be given to a11 members of the Association, in writing, the notice must state in full the business of the meeting. No other business than that set out shall be discussed. I n the event of a quorum of 15 persons not being realised a further meeting shall be called with in fourteen days and those persons present shall constitute a quorum.

The officers of the Association shall be:

• a. Patron or Patrons
• b. President
• c. Snr. Vice President
• d. V ice President
• e. Hon. Secretary
• f. Hon. Treasurer
• g. Hon. Auditor.
• h. Public Officer

THE EXECUTIVE

• a. The executive shall consist of the President, the Secretary, Treasurer and the Vice President(s).
• b. Any Executive Officer who absents himself/herself from three ordinary general meetings without having given an explanation, in writing, deemed to be satisfactory by the meeting shall be judged to have vacated his/her office.
• c. In the event of the office being declared vacant in the terms of part b, the meeting shall elect an officer to fill the vacancy.
• d. In the event of a vacancy occurring from any cause whatsoever, the meeting shall elect an officer to fill such vacancy for the period to the next Annual General Meeting.

• a. The executive shall consist of the President, the Secretary, Treasurer and the Vice President(s).
• b. Any Executive Officer who absents himself/herself from three ordinary general meetings without having given an explanation, in writing, deemed to be satisfactory by the meeting shall be judged to have vacated his/her office.
• c. In the event of the office being declared vacant in the terms of part b, the meeting shall elect an officer to fill the vacancy.
• d. In the event of a vacancy occurring from any cause whatsoever, the meeting shall elect an officer to fill such vacancy for the period to the next Annual General Meeting.

• a. The election of all officers of the Association shall be by open vote or ballot if such a course is deemed desirable, except in the event of several nominations and in the case of an equality of votes the lowest shall be eliminated and a further vote held.
• b. Nominations of persons for office may be submitted verbally at a meeting or in writing signed by the proposer and seconder. If the person is not present at the meeting the nomination, in writing, must be signed in consent by the nominee, all signatories must be financial members of the Association.
• c. For the purpose of election of officers, the Association may appoint a returning officer from those present at the meeting. Two scrutineers may similarly be appointed.
• d. If no appointment is made to any of the official positions at the Annual General Meeting the Ordinary Meeting shall have power to fill any vacancy.

a. CHAIRMAN
The chairman at all General Meetings and Executive
Meetings shall be president of the Association or in his/her absence (in order of preferences) the senior vice-president or vice-president, or member elected by the meeting. The President or Chairperson shall be the public spokesperson for the Association.

b. HONORARY SECRETARY

The duties of the secretary shall be to call all meetings as provided by this constitution and to keep an accurate record of the minutes of such meetings and to perform such other duties as are fixed by the General Meetings of the Association. The secretary shall also prepare and submit to the Annual General Meeting a report on the Association ‘s activities during the preceding year. The secretary shall maintain an up to date record of financial members and a record of all members attending meetings.

c. TREASURER

The Treasurer shall:

• 1. Collect all moneys for the Association and issue receipts for same.
• 2. Pay all accounts passed by the General Meetings or by the Executive in a case of urgency.
• 3. Present a financial statement, correctly audited, in the form of a balance sheet showing Receipts and Expenditure for the preceding year. The balance sheet to be presented to the Annual General Meeting.
• 4. Shall submit to each ordinary meeting a financial statement of the Association’s accounts.

• a. The financial year of the Association shall end on 30th June each year, in accordance with the Incorporation Act, (thereby allowing time for the financial figures to be audited prior to the AGM)
• b. All moneys of the Association shall be paid into a Bank Account or accounts as decided by the Association.
• c. All cheques, orders or other negotiable instruments shall be drawn on behalf of the Association by any two of the following officers. President, Secretary, Treasurer and Senior Vice-President, except in the case where a special fund. has been established and Trustees appointed, to administer the fund.

At least once a year the accounts of the Association shall be examined for correctness of the statement and balance sheet ascertained by the Honorary Auditor who shall be appointed at the Annual General Meeting.

The constitution shall not be amended or added to except by a two-thirds majority at a special meeting of which fourteen days’ notice in writing setting forth the proposed amendment in full, shall have been given to each financial member and any alterations or amendments be submitted to the Incorporation Association for ratification.