PACDEFF THE PACIFIC AND AUSTRALASIAN CRM DEVELOPERS AND FACILITATORS FORUM RULES OF THE UNINCORPORATED ASSOCIATION

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1 PACDEFF THE PACIFIC AND AUSTRALASIAN CRM DEVELOPERS AND FACILITATORS FORUM RULES OF THE UNINCORPORATED ASSOCIATION February 2012

2 PACDEFF THE PACIFIC AND AUSTRALASIAN CRM DEVELOPERS AND FACILITATORS FORUM RULES OF THE UNINCORPORATED ASSOCIATION 1. Name The name of the unincorporated Association is The Pacific and Australasian CRM Developers and Facilitators Forum ( the Association hereafter referred to as PACDEFF ). 2. Purpose PACDEFF exists solely in the form of an annual conference. It has no other purpose or function other than to facilitate the meeting of Human Factors professionals at an annual conference. It has no commercial operations and is entirely a not- for- profit association. The assets and income of PACDEFF shall be applied solely in furtherance of its below- mentioned objects and no portion shall be distributed directly or indirectly to the members of the association except as bona fide compensation for services rendered or expenses incurred on behalf of the association. 3. Objectives The objectives of the Association are To facilitate opportunities for Human Factors professionals to mutually discuss, interact and provide development and support in the field of Airline Human Factors. To facilitate the social intercourse between Academics and Airline Human Factors professionals with a view to recognising the challenges in the Airline Human Factors field, and providing training and other development strategies for facing those challenges. 2

3 4. Powers (a) The Association has the powers of an individual. (b) The Association may, for example - (i) enter into contracts; and (ii) make charges for services and facilities it supplies; and (iii) do other things necessary or convenient to be done in carrying out its affairs. (c) The Association will not make charges for any service or goods which would cause it to make a profit from such transaction. 5. Dissolution In the event of the organisation being dissolved, the amount that remains after such dissolution and the satisfaction of all debts and liabilities shall be transferred to any organisation with similar purposes which is not carried on for the profit or gain of its individual members. 6. Classes Of Members (a) The membership of the Association shall consist of Ordinary Members only. (b) The number of Ordinary members is unlimited. 7. Membership (a) Any person who registers and attends any PACDEFF Conference, will automatically become an Ordinary Member of the PACDEFF Association. (b) A member of the incorporated Association is entitled to attend PACDEFF Conferences in accordance with the prevailing registration process at the time. From time to time limitations on the number of members able to attend a conference may be necessary and registrations will be accepted on a first- in first- accepted basis. (c) All registrants for PACDEFF Conferences will have their Name, Organisation and Address recorded in a register of participants. All registrants will be added to the list of members. 8. Membership Fees The only membership fees will be any Conference registration fees payable for PACDEFF Conferences which the member chooses to attend. There are no other fees payable. 3

4 9. Admission Of Members (a) All registrants for PACDEFF Conferences will automatically become Ordinary Members of the PACDEFF Association. 10. When Membership Ends. (a) A member will automatically retain Ordinary Membership of the PACDEFF Association following attendance at a PACDEFF Conference. Should any member wish to voluntarily resign from the association then the PACDEFF Committee will summarily, without prejudice, remove their name from the membership list.. (b) The resignation takes effect as soon as the committee is notified of such desire to resign from the Association. 11. Register Of Members (a) The PACDEFF committee must keep a register of members. (b) The register of members must include the following particulars for each member- 12. Secretary (i) the full name and professional position of the member; (ii) the date of registration as a member; (iii) any other particulars the committee deems necessary. (a) A member of the PACDEFF Committee in any given year will be designated as Secretary for that year. (b) The management committee may appoint and remove the Association s secretary at any time. 13. Membership Of Management Committee (a) The management committee of the Association consists of an Administrative Head and at least four other members of the Association (b) Members of the Management Committee must be existing members of the PACDEFF Association (c) Members of the Management Committee will be recruited on a volunteer basis for each conference. 14. Electing The Management Committee (a) A member of the management committee may only be elected by mutual 4

5 consent of other Committee Members. (b) A representative from each Conference host or sponsor may be invited to be a member of the Management Committee for each annual conference. 15. Resignation From Office Of Management Committee Member (a) A management committee member may resign from the committee by giving verbal or written notice of resignation to the administrative head. (b) The resignation takes effect on- (i) the day and at the time the notice is received by the secretary or as mutually agreed 16. Vacancies On Management Committee (a) If a casual vacancy happens on the management committee, the continuing members of the committee may appoint another member of the Association to fill the vacancy until the next annual Conference. (b) The continuing members of the management committee may act despite a casual vacancy on the management committee. 17. Functions Of Management Committee (a) Subject to these rules or a resolution of the Association members carried at a Conference, the management committee - (i) has the general control and management of the administration of the affairs, property and funds of the Association; and (ii) has authority to interpret the meaning of these rules and any matter relating to the Association on which the rules are silent. (b) The management committee may exercise the powers of the Association - (i) to borrow, raise or secure the payment of amounts to cover direct costs incurred in the running of the annual conference. (ii) to secure funding through sponsorship solely for the purpose of covering costs involved in directly hosting the annual conference. Such monies are in no way to be used for any gain or profit over and above direct costs incurred in the running of the annual conference. 18. Meetings Of Management Committee (a) The management committee may meet and conduct its proceedings as it considers appropriate. 5

6 (b) The management committee must meet at least once every 12 months to exercise its functions. (c) The committee must decide how a meeting is to be called. 19. Delegation Of Management Committee Powers (a) The management committee may delegate the whole or part of its powers to a subcommittee consisting of the Association members considered appropriate by the committee. (b) A subcommittee may only exercise delegated powers in the way the management committee decides. (c) A subcommittee may elect a chairperson of its meetings. 20. Resolutions Of Management Committee Without Meeting (a) A resolution verbally or in writing agreed by each member of the management committee for the time being entitled to receive notice of a committee meeting is as valid and effectual as if it had been passed at a committee meeting that was properly called and held. (b) A resolution mentioned in subsection (a) may consist of several documents in like form, each signed or verbally agreed to by 1 or more members of the committee. 21. Business To Be Conducted At Annual General Meeting The following business must be conducted at each annual general meeting - (a) An outline of proceedings for the annual conference (b) Acknowledgement of Conference Sponsors and Hosts (c) Acknowledgement of Conference Participants and volunteers (d) Where possible plans for the next subsequent consequence will be outlined 22. Notice Of General Meeting (a) The annual conference will serve as the Annual general Meeting and all items to be addressed at item 19 will be conducted at the Annual Conference. (b) The secretary must give at least 30 days notice of the Annual Conference to each Association member. (c) Any meeting called for purposes other than the Annual Conference must have at least 14 days notice to all members. 23. Quorum For, And Adjournment Of, General Meeting 6

7 (a) Subject to subsection (e), at a general meeting the number of members equal to double the number of members of the Association presently on the management committee plus 1 form a quorum. (b) A quorum will be sufficient to proceed with all matters of the Annual Conference or for any other general meeting as applicable. (c) If a quorum is not present within 30 minutes after the time fixed for a general meeting called other than on the request of members of the management committee or the Association, the meeting is to be adjourned to a day, time and place decided by the management committee. (d) The secretary is not required to give the members notice of an adjournment or of the business to be conducted at an adjourned meeting unless a meeting is adjourned for at least 30 days. (e) If a meeting is adjourned for at least 30 days, notice of the adjourned meeting must be given in the same way notice is given for an original meeting. 24. Procedure At General Meeting Subject to these rules, at each general meeting - (a) the administrative head, or, if there is no administrative head, or if the administrative head is not present within 15 minutes after the time fixed for the meeting or is unwilling to act, another member of the Management Committee is to preside as chairperson, and (b) the chairperson must conduct the meeting in a proper and orderly way; and (c) each question, matter or resolution must be decided by a majority of votes of the members present where such vote is required by the circumstance. and (d) each member present and entitled to vote is entitled to 1 vote only and, if the votes are equal, the chairperson has a casting vote as well as a primary vote; and (e) voting may be by a show of hands or a division of members 25. By- Laws The management committee may make, amend or repeal by- laws, not inconsistent with these rules, for the internal management of the Association. 26. Alteration Of Rules These rules may be amended, repealed or added to by the majority of members of the Management Committee. 27. Funds And Accounts (a) The funds of the Association must be kept in an account in the name of the 7

8 Association in a financial institution decided by the management committee. (b) Records and accounts must be kept in the English language showing full and accurate particulars of the financial affairs of the Association. (c) All amounts must be deposited in the financial institution account as soon as practicable after receipt. (g) All expenditure must be approved or ratified at a management committee meeting. (h) The admin head must, as soon as practicable after the end of each financial year, provide a statement to the Management Committee containing the income and expenditure for the financial year just ended. (h) The admin head and/or a designated management committee representative will have signing authority on the account. 28. Documents The management committee must ensure the safe custody of books, documents, instruments of title and securities of the Association. 29. Financial Year The financial year of the Association closes on 30 June in each year. 8

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