CENTRAL WEST BARREL HORSE CLUB INC.
FULL CONSTITUTION
1. Name of the Association
The name of the association is Central West Barrel Horse Club Inc. (the Club).
2. Objects of the Club
Promote and support barrel racing; ensure compliance with the Associations Incorporation Act 2009 (NSW); maintain transparent, fair and ethical management.
3. Membership
Membership applications must be submitted to the Secretary. Committee must decide within 30 days. Rejected applicants must receive written reasons within 14 days. Appeals allowed within 21 days. Fees payable only after approval. Renewal due before 31 January each year.
3A. Membership Categories
Individual Membership – $30; Family Membership – $70; Non‑Riding Membership – $10. Fees reviewed and approved at AGM.
3B. Register of Members
The Club must maintain an up‑to‑date Register of Members including full name, contact details, category of membership, and joining/cessation dates. The Register is held by the Secretary and is available for inspection on request with privacy protections.
3C. Members’ Liabilities
Members’ liability is limited to unpaid membership fees or any levy approved by the Club. Members are not personally liable for Club debts.
4. Voting Rights
Voting requires 6 months continuous financial membership. Entitlements: Individuals – 1 vote; Family – 1 vote per adult (max 2); Non‑riding members – 1 vote per adult; Junior members may attend and speak but cannot vote.
5. Senior Committee Positions
Senior positions include President, Vice President, Treasurer, and Secretary. A member must have at least 12 months service as a General Committee Member unless waived by majority committee vote.
5A. Committee Progression
A minimum of 12 months service as a General Committee Member is required before eligibility for senior positions. Progression ensures knowledge of governance, meeting processes, compliance, and continuity. It strengthens leadership accountability, ensures informed decision‑making, and reduces risk of governance errors.
6. Disciplinary Procedures
Formal procedures including notice of allegation, right to respond, possible sanctions, and right of appeal at a General Meeting.
7. Internal Dispute Resolution
Members must attempt informal resolution before referring disputes to committee‑appointed mediation and, if unresolved, a General Meeting for final determination.
8. Membership Entitlements Not Transferable
Membership rights or obligations cannot be transferred and cease when membership ends.
9. Committee Composition & Functions
Committee comprises President, Vice President, Secretary, Treasurer, and General Committee members. Responsible for governance, finance, compliance, and administration.
9A. Committee Vacancies
A position becomes vacant if the member resigns, dies, ceases membership, is absent from 3 meetings without approval, is removed by Special Resolution, becomes bankrupt, is convicted of a disqualifying offence, or breaches the Constitution.
9B. Filling Vacancies
Vacancies may be filled by Committee appointment until the next AGM.
9C. Terms of Office
Committee Members hold a 12‑month term commencing at the close of the AGM. Members may stand for re‑election without limitation unless altered by Special Resolution.
10. Committee Meetings – Quorum & Procedures
Quorum is 50% + 1 of Committee members. Decisions by majority vote; chair has casting vote. Meetings may be held electronically.
11. Calling General Meetings
General Meetings may be requested by at least 10% of members; Committee must call within 28 days.
12. Notice of General Meetings
Written notice of at least 14 days including date, time, venue, agenda and motions.
13. Procedure at General Meetings
Quorum is 5 members or 10% of membership (whichever greater). Each eligible member has one vote. Proxies optional unless otherwise resolved.
14. Financial Year
The financial year runs from 1 January to 31 December. The Treasurer must prepare a full financial report for presentation at the AGM. Financial records must be maintained in compliance with NSW Fair Trading requirements.
15. Annual General Meeting (AGM) Timing
The Annual General Meeting (AGM) of the Central West Barrel Horse Club Inc. must be held within six (6) months after the end of the Club’s financial year, in accordance with NSW Fair Trading requirements. The Club’s financial year runs from 1 January to 31 December, and therefore the AGM must be held no later than 30 June of the following year. The purpose of the AGM includes presenting the Club’s financial statements, reviewing operations, and conducting elections as required.
16. Sources of Funds
Funds derived from membership fees, event income, sponsorships, donations, fundraising and grants.
17. Management of Funds
Funds deposited in Club bank account. Two authorised signatories required. Records maintained and used only for Club purposes.
18. Custody of Records
Secretary or Public Officer retains custody of Constitution, minutes, financial records and member register.
19. Inspection of Books
Members may inspect records upon request subject to confidentiality restrictions.
20. Public Officer
A Public Officer must be appointed to manage official correspondence, maintain Fair Trading records and comply with statutory obligations.
21. Winding Up
Surplus assets transferred to a similar not‑for‑profit body or charity; assets cannot be distributed to members.