BHCC CONSTITUTION 2004

CONSTITUTION

(As amended 15 November 2004)

NAME

The name of the club shall be the "BARBERSHOP HARMONY CLUB OF CANBERRA INC.".

OBJECTS

1. The objects of the club shall be:
(1) to learn and sing songs predominantly in the Barbershop style;
(2) to present these songs to the public whenever the opportunity arises;
(3) to promote the image of the international Barbershop movement as a friendly organisation;
(4) to encourage others to take up Barbershop singing; and
(5) to host and attend social functions for members to enjoy the company of other Barbershop singers.
2. To achieve the above objects, the club will:
(1) maintain a chorus under the name "The Canberra Chordsmen"; and
(2) aim to improve the Barbershop singing skills of the chorus by entering music festivals, competitions, Eisteddfodau etc.

RULES

The rules of the club are the Model Rules contained in the Associations Incorporation Regulations, as qualified in the following pages : -

TABLE OF PROVISIONS

Clause

PART I - PRELIMINARY

1. Interpretation

PART II - MEMBERSHIP

2.           Membership qualifications
3.           Nomination for membership
4.           Membership entitlements not transferable
5.           Cessation of membership
6.           Resignation of membership
7.           Fee, subscriptions etc.
8.           Members' liabilities
9.           Disciplining of members
10.          Right of appeal of disciplined member

PART III - THE COMMITTEE

11.          Powers of the committee
12.          Constitution and membership
13.          Election of committee members
14.          Secretary
15.          Treasurer
16.          Vacancies
17.          Removal of committee members
18.          Committee meetings and quorum
19.          Delegation by committee to sub-committee
20.          Voting and decisions

PART IV - GENERAL MEETINGS

21.          Annual general meetings - holding of
22.          Annual general meetings - calling of and business at
23.          General meetings - calling of
24.          Notice
25.          General meetings - procedure and quorum
26.          Presiding member
27.          Adjournment
28.          Making of decisions
29.          Voting
30.          Appointment of proxies

PART V - MISCELLANEOUS

31.          Funds - source
32.          Funds - management
33.          Alteration of objects and rules
34.          Common seal
35.          Custody of books
36.          Inspection of books
37.          Service of notices
38.          Surplus property
39.          Relationship to external organisations

APPENDIX 1

APPLICATION FOR MEMBERSHIP OF CLUB

APPENDIX 2

FORM OF APPOINTMENT OF PROXY

PART I - PRELIMINARY

Interpretation

(1) In these rules, unless a contrary intention appears -
"the club" means the BARBERSHOP HARMONY CLUB OF CANBERRA INC.;
"the chorus" means The Canberra Chordsmen;
"club meeting" means the weekly meeting for the purpose of learning and singing Barbershop;
"financial year" means the year ending on 30 June;
"member" means a member, however described, of the club;
"Member" means a Full member of the club;
"Associate" means an Associate member of the club;
"ordinary committee member" means a member of the committee other than an office bearer or Musical Director;
"secretary" means the person holding office under these rules as secretary of the club or, where no such person holds that office, the public officer of the club;
"the Act" means the Associations Incorporation Act 1991;
"the Regulations" means the Associations Incorporation Regulations;
"special resolution" means a resolution passed at a general meeting for which at least 21 days notice, accompanied by notice of intention to propose the resolution as a special resolution, has been given to members, and it is passed by at least three-quarters of those members who, being entitled to vote, vote in person or by proxy.

(2) The Legislation Act 2001 applies to these rules in the same way as it would if they were an instrument made under the Act.

PART II - MEMBERSHIP

2. Membership qualifications

(1) A person is qualified to be a member if the person -
(i) has been nominated for membership in accordance with subrule 3(1); and
(ii) has been approved for membership of the club by the committee of the club.

(2) There shall be five classes of members:
(a) Full members ("Member")
(i) a Member shall be a male, or a female who is a duly elected Musical Director or a Musical Director Elect;
(ii) a Member is a person whose current financial dues as a Full member have been paid or, in the case of the Musical Director, they have been waived by the committee;
(iii) a Member shall have full voting rights at General Meetings; and
(iv) a Member who meets the musical criteria as determined from time to time shall be eligible to join "The Canberra Chordsmen".
(b) Associate members ("Associate")
(i) an Associate may be male or female;
(ii) an Associate is a person whose current financial dues as an Associate member have been paid;
(iii) an Associate shall not be eligible to vote; and
(iv) an Associate shall not be eligible to join "The Canberra Chordsmen".

(i) a Member or an Associate who has made a singular contribution to the conduct of the affairs of the club is eligible to be a Life member;

(ii) a Life member is not liable for financial dues to the club;

(iii) a Life member may have his or her annual AAMBS registration fees paid by the club;

(iv) a Life member shall have full voting rights at General Meetings.

(d) Student members

(i) a male person who is studying full time at an educational institution is eligible to be a Student member;

(ii) a Student member is liable for only half the financial dues of a Full member;

(iii) a Student member who meets the musical criteria as determined from time to time shall be eligible to join “The Canberra Chordsmen”;

(iv) a Student member shall have full voting rights at General Meetings.

(e) Dormant members

(i) a Member or Student member whose present commitments preclude his participation in chorus activities may request the committee to make his membership “dormant” for an agreed period;

(ii) a Dormant member is not liable for financial dues to the club;

(iii) a Dormant member has no voting rights at General Meetings;

(iv) a Dormant member may seek an extension to the period of dormancy, a return to his previously held class of membership or he may tender his resignation.

3. Nomination for membership

(1) A nomination of a person for membership of the club -
(a) shall be made by a member of the club in writing in the form set out in Appendix 1 to these rules; and
(b) shall be lodged with the secretary of the club.

(2) As soon as is practicable after receiving a nomination for membership, the secretary shall refer the nomination to the committee which shall determine whether to approve or to reject the nomination.

(3) Where the committee determines to approve a nomination for membership, the secretary shall as soon as practicable after that determination notify the nominee of that approval and request the nominee to pay within 28 days after receipt of the notification the sum payable under these rules by a member as the entrance fee and the first year's annual subscription.

(4) The secretary shall, on payment by the nominee of the amounts referred to in subrule (3) within the period referred to in that subrule, enter the nominee's name in the register of members and, upon the name being so entered, the nominee shall become a member of the club.

4. Membership entitlements not transferable

A right, privilege or obligation which a person has by reason of being a member of the club -
(a) is not capable of being transferred or transmitted to another person; and
(b) terminates upon cessation of the person's membership.

5. Cessation of membership

A person ceases to be a member of the club if the person -
(a) dies;
(b) resigns from membership of the club;
(c) is expelled from the club; or
(d) fails to renew membership of the club.

6. Resignation of membership

(1) A member is not entitled to resign from membership of the club except in accordance with this rule.

(2) A member who has paid all amounts payable by the member to the club may resign from membership of the club by first giving notice (being not less than 1 month or, if the committee has determined a shorter period, that shorter period) in writing to the secretary of the member's intention to resign and, upon the expiration of the period of notice, the member ceases to be a member.

(3) Where a person ceases to be a member, the secretary shall make an appropriate entry in the register of members recording the date on which the member ceased to be a member.

7. Fee, subscriptions etc.

(1) The entrance fee to the club is $1, or if any other amount has been determined by resolution of the committee, such other amount.

(2) The annual membership fee of the club is $2, or if any other amount has been determined by resolution of the committee that other amount.

(3) The annual membership fee is payable -
(a) except as provided by paragraph (b), before the start of the financial year, but progressive payments may be made quarterly; or
(b) if a person becomes a member on or after the start of the financial year, from the commencement of the current quarter on a quarterly pro rata basis for the remainder of the financial year.

8. Members' liabilities

The liability of a member to contribute towards the payment of the debts and liabilities of the club or the costs, charges and expenses of the winding up of the club is limited to the amount, if any, unpaid by the member in respect of membership of the club as required by rule 7.

9. Disciplining of members

(1) Where the committee is of the opinion that a member -
(a) has persistently refused or neglected to comply with a provision of these rules; or
(b) has persistently and wilfully acted in a manner prejudicial to the interests of the club, the committee may, by resolution -
(c) expel the member from the club; or
(d) suspend the member from such rights and privileges of membership of the club as the committee may determine for a specified period.

(2) A resolution of the committee under subrule (1) is of no effect unless the committee, at a meeting held not earlier than 14 days and not later than 28 days after service on the member of a notice under subrule (3), confirms the resolution in accordance with this rule.

(3) Where the committee passes a resolution under subrule (1), the secretary shall, as soon as practicable, cause a notice in writing to be served on the member -
(a) setting out the resolution of the committee and the grounds on which it is based;
(b) stating that the member may address the committee at a meeting to be held not earlier than 14 days and not later than 28 days after service of the notice;
(c) stating the date, place and time of that meeting; and
(d) informing the member that the member may do either or both of the following:
(i) attend and speak at that meeting;
(ii) submit to the committee at or prior to the date of that meeting written representations relating to the resolution.

(4) Subject to section 50 of the Act, at a meeting of the committee mentioned in subrule (2), the committee shall -
(a) give to the member mentioned in subrule (1) an opportunity to make oral representations;
(b) give due consideration to any written representations submitted to the committee by that member at or prior to the meeting; and
(c) by resolution determine whether to confirm or to revoke the resolution of the committee made under subrule (1).

(5) Where the committee confirms a resolution under subrule (4), the secretary shall, within 7 days after that confirmation, by notice in writing inform the member of that confirmation and of the member's right of appeal under rule 10.

(6) A resolution confirmed by the committee under subrule (4) does not take effect -
(a) until the expiration of the period within which the member is entitled to appeal against the resolution where the member does not exercise the right of appeal within that period; or
(b) where within that period the member exercises the right of appeal, unless and until the club confirms the resolution in accordance with subrule 10(4).

10. Right of appeal of disciplined member

(1) A member may appeal to the club in general meeting against a resolution of the committee which is confirmed under subrule 9(4), within 7 days after notice of the resolution is served on the member, by lodging with the secretary a notice to that effect.

(2) Upon receipt of a notice under subrule (1), the secretary shall notify the committee which shall convene a general meeting of the club to be held within 21 days after the date on which the secretary received the notice or as soon as possible after that date.

(3) Subject to section 50 of the Act, at a general meeting of the club convened under subrule (2) -
(a) no business other than the question of the appeal shall be transacted;
(b) the committee and the member shall be given the opportunity to make representations in relation to the appeal orally or in writing, or both; and
(c) the members present shall vote by secret ballot on the question of whether the resolution made under subrule 9(4) should be confirmed or revoked.

(4) If the meeting passes a special resolution in favour of the confirmation of the resolution made under subrule 9(4), that resolution is confirmed.

PART III - THE COMMITTEE

11. Powers of the committee

The committee, subject to the Act, the Regulations, these rules, and to any resolution passed by the club in general meeting -
(a) shall control and manage the affairs of the club;
(b) may exercise all such functions as may be exercised by the club other than those functions that are required by these rules to be exercised by the club in general meeting; and
(c) has power to perform all such acts and do all such things as appear to the committee to be necessary or desirable for the proper management of the affairs of the club.

12. Constitution and membership

(1) The committee shall consist of -
(a) the office-bearers of the club;
(b) the Musical Director; and
(c) ordinary committee members;
each of whom shall be elected pursuant to rule 13 or appointed in accordance with subrule (4).

(2) The office-bearers of the club shall be -
(a) the president;
(b) the vice-president;
(c) the treasurer; and
(d) the secretary.

(3) Each member of the committee shall, subject to these rules, hold office until the conclusion of the annual general meeting following the date of the member's election, but is eligible for re-election.

(4) In the event of a vacancy in the membership of the committee, the committee may appoint a member of the club to fill the vacancy and the member so appointed shall hold office, subject to these rules, until the conclusion of the annual general meeting next following the date of the appointment.

13. Election of committee members

(1) Nominations of candidates for election as committee members of the club -
(a) shall be made in writing, signed by 2 members of the club and accompanied by the written consent of the candidate (which may be endorsed on the nomination form); and
(b) shall be delivered to the secretary of the club not less than 7 days before the date fixed for the annual general meeting at which the election is to take place.

(2) 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 be received at the annual general meeting.

(3) If insufficient further nominations are received, any vacant positions remaining on the committee shall be deemed to be vacancies.

(4) If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated shall be taken to be elected.

(5) If the number of nominations received exceeds the number of vacancies to be filled, a ballot shall be held.

(6) The ballot for the election of committee members shall be conducted at the annual general meeting in such manner as the committee may direct.

(7) A person is not eligible to simultaneously hold more than 1 position on the committee.

14. Secretary

(1) The secretary of the club shall, as soon as practicable after being appointed as secretary, notify the club of his address.

(2) The secretary shall keep minutes of -
(a) all elections and appointments of office-bearers and ordinary committee members;
(b) the names of members of the committee present at a committee meeting or a general meeting; and
(c) all proceedings at committee meetings and general meetings.

(3) Minutes of proceedings at a meeting shall be signed by the person presiding at the meeting or by the person presiding at the next succeeding meeting.

15. Treasurer

(1) The treasurer of the club shall -
(a) collect and receive all moneys due to the club and make all payments authorised by the club; and
(b) keep correct accounts and books showing the financial affairs of the club with full details of all receipts and expenditure connected with the activities of the club.

16. Vacancies

(1) For the purposes of these rules, a vacancy in the office of a member of the committee occurs if the member -
(a) dies;
(b) ceases to be a member of the club;
(c) resigns the office;
(d) is removed from office pursuant to rule 17;
(e) becomes an insolvent under administration within the meaning of the Corporations Law;
(f) suffers from mental or physical incapacity;
(g) is disqualified from office under subsection 63(1) of the Act; or
(h) is absent without the consent of the committee from all meetings of the committee held during a period of 6 months.

17. Removal of committee members

The club in general meeting may by resolution, subject to section 50 of the Act, remove any member of the committee from the office of member of the committee before the expiration of the member's term of office.

18. Committee meetings and quorum

(1) The committee shall meet at least once in each four month period at such place and time as the committee may determine.

(2) Additional meetings of the committee may be convened by any member of the committee.

(3) Oral or written notice of a meeting of the committee shall be given by the secretary to each member of the committee at least 48 hours (or such other period as may be unanimously agreed upon by the members of the committee) before the time appointed for the holding of the meeting.

(4) Notice of a meeting given under subrule (3) shall specify the general nature of the business to be transacted at the meeting and no business other than that business shall be transacted at the meeting, except business which the committee members present unanimously agree to treat as urgent business.

(5) Any 3 members of the committee constitute a quorum for the transaction of the business of a meeting of the committee.

(6) No business shall be transacted by the committee unless a quorum is present and if within half an hour after the time appointed for the meeting a quorum is not present the meeting stands adjourned to the same place and at the same hour of the same day in the following week.

(7) If at the adjourned meeting a quorum is not present within half an hour after the time appointed for the meeting, the meeting shall be dissolved.

(8) At meetings of the committee -
(a) the president or in the absence of the president, the vice-president shall preside; or
(b) if the president and the vice-president are absent, 1 of the remaining members of the committee may be chosen by the members present to preside.

19. Delegation by committee to sub-committee

(1) The committee may, by minute, delegate to 1 or more sub-committees (consisting of such member or members of the club as the committee thinks fit) the exercise of such of the functions of the committee as are specified in the minute, other than -
(a) this power of delegation; and
(b) a function which is a function imposed on the committee by the Act, by any other law of the Territory, or by resolution of the club in general meeting.

(2) A function, the exercise of which has been delegated to a sub-committee under this rule may, while the delegation remains unrevoked, be exercised from time to time by the sub-committee in accordance with the terms of the delegation.

(3) A delegation under this rule may be made subject to such conditions or limitations as to the exercise of any function, or as to time or circumstances as may be specified in the instrument of delegation.

(4) Notwithstanding any delegation under this rule, the committee may continue to exercise any function delegated.

(5) Any act or thing done or suffered by a sub-committee acting in the exercise of a delegation under this rule has the same force and effect as it would have if it had been done or suffered by the committee.

(6) The committee may, by instrument in writing, revoke wholly or in part any delegation under this rule.

(7) A sub-committee may meet and adjourn as it thinks proper.

20. Voting and decisions

(1) Questions arising at a meeting of the committee or of any sub-committee appointed by the committee shall be determined by a majority of the votes of members of the committee or sub-committee present at the meeting.

(2) Each committee or sub-committee 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 but, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.

(3) Subject to subrule 18(5), the committee may act notwithstanding any vacancy on the committee.

(4) Any act or thing done or suffered, or purporting to have been done or suffered, by the committee or by a sub-committee appointed by the committee, is valid and effectual notwithstanding any defect that may afterwards be discovered in the appointment or qualification of any member of the committee or sub-committee.

PART IV - GENERAL MEETINGS

21. Annual general meetings - holding of

(1) The club shall, within the period of 6 weeks after the expiration of each financial year of the club, convene an annual general meeting of its members.

(2) Subrule (1) has effect subject to the powers of the Registrar of Incorporated Associations under section 120 of the Act in relation to extensions of time.

22. Annual general meetings - calling of and business at

(1) The annual general meeting of the club shall, subject to the Act, be convened on such date and at such place and time as the committee thinks fit.

(2) In addition to any other business which may be transacted at an annual general meeting, the business of an 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;
(b) to receive from the committee reports on the activities of the club during the last preceding financial year;
(c) to elect members of the committee, including office-bearers; and
(d) to receive and consider the statement of accounts and the reports that are required to be submitted to members pursuant to subsection 73(1) of the Act.

(3) An annual general meeting shall be specified as such in the notice convening it in accordance with rule 24.

(4) An annual general meeting shall be conducted in accordance with the provisions of clauses 21 to 30.

23. General meetings - calling of

(1) The committee may, whenever it thinks fit, convene a general meeting of the club.

(2) The committee shall, on the requisition in writing of not less than 20 per cent of the total number of members, convene a general meeting of the club.

(3) A requisition of members for a general meeting -
(a) shall state the purpose or purposes of the meeting;
(b) shall be signed by the members making the requisition;
(c) shall be lodged with the secretary; and
(d) may consist of several documents in a similar form, each signed by 1 or more of the members making the requisition.

(4) If the committee fails to convene a general meeting within 1 month after the date on which a requisition of members for the meeting is lodged with the secretary, any 1 or more of the members who made the requisition may convene a general meeting to be held not later than 3 months after that date.

(5) A general meeting convened by a member or members referred to in subrule (4) shall be convened as nearly as is practicable in the same manner as general meetings are convened by the committee and any member who thereby incurs expense is entitled to be reimbursed by the club for any reasonable expense so incurred.

24. Notice

(1) Except where the nature of the business proposed to be dealt with at a general meeting requires a special resolution of the club, the secretary shall, at two consecutive club meetings the first of which shall be at least 14 days before the date fixed for the holding of the general meeting, cause to be available for members, a notice specifying the place, date and time of the meeting and the nature of the business proposed to be transacted at the meeting.

(2) Where the nature of the business proposed to be dealt with at a general meeting requires a special resolution of the club, the secretary shall, at three consecutive club meetings the first of which shall be at least 21 days before the date fixed for the holding of the general meeting, cause to be available for members specifying, in addition to the matter required under that subrule, the intention to propose the resolution as a special resolution.

(3) No business other than that specified in the notice convening a general meeting shall be transacted at the meeting except, in the case of an annual general meeting, business which may be transacted pursuant to subrule 22(2).

(4) A member desiring to bring any business before a general meeting may give notice in writing of that business to the secretary who shall include that business in the next notice calling a general meeting given after receipt of the notice from the member.

25. General meetings - procedure and quorum

(1) 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 the meeting is considering that item.

(2) 5 members present in person (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.

(3) 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 same day in the following week at the same time and (unless another place is specified at the time of adjournment by the person presiding at the meeting or communicated by written notice to members given before the day to which the meeting is adjourned) at the same place.

(4) 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 present (being not less than 3) shall constitute a quorum.

26. Presiding member

(1) The president, or in the absence of the president, the vice-president, shall preside at each general meeting of the club.

(2) If the president and the vice-president are absent from a general meeting, the members present shall elect 1 of their number to preside at the meeting.

27. Adjournment

(1) The person presiding at a general meeting may, with the consent of the majority of members present at 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 general meeting is adjourned for 14 days or more, the secretary shall give written or oral notice of the adjourned meeting to each member of the club stating the place, date and time of the meeting and the nature of the business to be transacted at the meeting.

(3) Except as provided in subrules (1) and (2), notice of an adjournment of a general meeting or of the business to be transacted at an adjourned meeting is not required to be given.

28. Making of decisions

(1) A question arising at a general meeting of the club 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 person presiding that a resolution has, on a show of hands, been carried or carried unanimously or carried by a particular majority or lost, or an entry to that effect in the minute book of the club, is evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against that resolution.

(2) At a general meeting of the club, a poll may be demanded by the person presiding or by not less than 3 members present in person or by proxy at the meeting.

(3) Where the poll is demanded at a general meeting, the poll shall be taken -
(a) immediately in the case of a poll which relates to the election of the person to preside at the meeting or to the question of an adjournment; or
(b) in any other case, in such manner and at such time before the close of the meeting as the person presiding directs, and the resolution of the poll on the matter shall be deemed to be the resolution of the meeting on that matter.

29. Voting

(1) Subject to subrule (3), upon any question arising at a general meeting of the club a member has 1 vote only.

(2) All votes shall be given personally or by proxy but no member may hold more than 5 proxies.

(3) In the case of an equality of votes on a question at a general meeting, the person presiding is entitled to exercise a second or casting vote.

(4) A member or proxy is not entitled to vote at any general meeting of the club unless all money due and payable by the member or proxy to the club has been paid, other than the amount of the quarterly instalment payable in respect of the then current quarter.

30. Appointment of proxies

(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 to these rules.

PART V - MISCELLANEOUS

31. Funds - source

(1) The funds of the club shall be derived from entrance fees and annual subscriptions of members, donations, payments for performances undertaken by "The Canberra Chordsmen" and, subject to any resolution passed by the club in general meeting and subject to section 114 of the Act, such other sources as the committee determines.

(2) All money received by the club shall be deposited as soon as practicable and without deduction to the credit of the club's bank account.

(3) The club shall, as soon as practicable after receiving any money, issue an appropriate receipt.

32. Funds - management

(1) Subject to any resolution passed by the club in general meeting, the funds of the club shall be used in pursuance of the objects of the club in such manner as the committee determines with the proviso that -
(a) Any expenditure above $1000 must be approved by a General Meeting;
(b) Any expenditure up to $1000 must be approved by the committee with the exception that
(c) in a situation of urgent need and where a budget has not been authorised, any two office bearers may approve an expenditure of up to $500.

(2) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by any 2 of the office bearers;

(3) The club shall be a non profit-making organisation and any monies earned or received by the club shall not be for the financial gain of individual members.

33. Alteration of name objects and rules

No part of this Constitution shall be amended except by special resolution at a general meeting, passed by at least three-quarters of those Members voting either personally or by proxy.

34. 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 2 members of the committee or of 1 member of the committee and of the secretary.

35. Custody of books

(1) The financial records including bank accounts of the Club shall be maintained by the Treasurer, and shall remain in the custody of the person occupying that position for the time being.

(2) Other club records shall be maintained by the Secretary, and shall remain in the custody of the person occupying that position for the time being.

(3) The club's collection of music and associated material shall be maintained by a member approved for that purpose by the committee and shall remain in the custody of the person so approved for the time being.

36. Inspection of books

The records, books and other documents of the club shall be open to inspection at a place in the Territory, free of charge, by a member of the club at any reasonable hour.

37. Service of notices

(1) For the purpose of these rules, a notice may be served by or on behalf of the club upon any member either personally or by sending it by post to the member at the member's address shown in the register of members.

(2) Where a document is sent to a person by properly addressing, prepaying and posting to the person a letter containing the document, the document shall unless the contrary is proved, be deemed for the purposes of these rules to have been served on the person at the time at which the letter would have been delivered in the ordinary course of post.

38. Surplus property

In the event that the club is deemed to cease to exist, all assets shall become the property of The Australian Association of Men Barbershop Singers (Inc.)

39. Relationship to external organisations

The club shall register all members of "The Canberra Chordsmen" as members of The Australian Association of Men Barbershop Singers (Inc.) unless the member is an active member of another barbershop club or is dormant.