Constitution and Policies

Genealogy Sunshine Coast operates under within the listed guidelines, constitution and policies as an incorporated non-profit organisation.....

SUNSHINE COAST HISTORICAL AND GENEALOGICAL 

RESOURCE CENTRE INC. CONSTITUTION  

RULES & AMENDMENTS  Amendments Approved By Dept of Justice 11th August 2018

Sunshine Coast Historical and Genealogical Resource Centre Inc

Certificate of Incorporation No. IA05626 Document No. 340052

Issued eleventh day of August, 2018 under Association Incorporation Act 1981 after proposed rules as subsequently amended were duly sanctioned.

A copy of the Rules of the Resource Centre including all amendments and sanctioned by Under Secretary was adopted by members attending an Annual General Meeting held Saturday August 11, 2018.

I hereby certify this to be a true copy of the rules as amended to date.

1. Interpretation
   
   

In these rules:

Act - means the Associations Incorporation Act 1981.

Present -

1. 1. at a Management Committee meeting, see Rule 20; or
      

   2. at a General Meeting, see Rule 32.
      

Approved form - see Rules 29(d) and 35.

Association - means an Association, society, body or other entity formed, or carried on, for a lawful purpose.

Eligible to Vote - means a person who is currently registered as a member and is financial at the time of voting.

Financial document - of an incorporated Association, means any of the following -

1. 
   the Association's financial statement; or
   

2. the Association's audit report mentioned in Rule 45
   

3. the statement of an auditor, an accountant or approved person mentioned in Rule 29.
   
   

Financial statement - for an incorporated Association, means a statement containing the following particulars:

1. 
   the Association's income and expenditure during the financial year to which the statement relates;
   

2. the Association's assets and liabilities as at the end date of the financial year to which the statement relates;
   

3. the mortgages, charges and securities affecting the Association's property as at the end date of the financial year to which the statement relates.
   
   

Financial year - for an incorporated Association, means the twelve month period adopted in its rules by the Association as its financial year. See Rule 43.

Management Committee - of an incorporated Association means the Association's Management Committee formed under the Act.

Model rules - for an Association, means the model rules prescribed under the regulations.

President - of an incorporated Association means the member of the Association's Management Committee who usually presides at Management Committee meetings, whatever the person's position is called.

Secreta,y - of an incorporated Association means the person elected or appointed as the Association's Secretary under the Act.

Treasurer - of an incorporated Association means the member of the Association's Management Committee responsible for the finances of the Association, whatever the person's position is called.

Special resolution - of an Association means a resolution passed at a general meeting of the Association by the votes of 3/4 of the members who are present and entitled to vote on the resolution.

Note: A word or expression that is not defined in these Rules, but is defined in the Act has, if the context permits, the meaning given by the Act.

2.   Name:
   
   

The name of the incorporated Association is "Sunshine Coast Historical Genealogical and Resource Centre Inc" 

(known as Genealogy Sunshine Coast).

3.   Objectives:

The defined objectives of our operations are to:

1. 
   House a library of material, both physical, digital and electronic related to the study of history:
   in the area presently known as the Sunshine Coast in the state of Queensland, focusing on the 'Old Maroochy Shire'; and in other parts of Queensland, Australia and overseas that may assist family history and genealogical research of GSC members and patrons;
   Enable, resource, encourage and support members in personal family genealogy and local history research;
   

2. Host exhibitions of items which have historical and genealogical interest and for special displays of other related objects;
   

3. Collect, disseminate and publish items of historical value to our Community.
   

4. Provide a quality Community Education Facility for members and visitors to meet, research, collect and digitise local history and genealogy;
   

5. Offer innovative and interactive opportunities for life-long learning;
   

6. Advance the technological capacity and expertise of volunteers and members at Genealogy Sunshine Coast to achieve the above objectives;
   

7. Foster a spirit of friendliness, social interaction, acceptance of others and co-operation among members.
   
   

4.   Powers
   
   

To further its objectives, Genealogy Sunshine Coast has:

1. 
   the powers of an individual.
   

2. all the powers conferred by the Associations Incorporation Act 1981.
   
   

Individual power - means has the power to acquire, hold, deal with, and dispose of any real or personal property; administer any property on trust; open and operate bank accounts; invest money in any form of investment; borrow money; give security for the discharge of liabilities incurred by the Association; appoint agents; and enter into any other contract it considers necessary or desirable.

5.   Membership Classification:
   
   

The membership of Genealogy Sunshine Coast shall consist, of the following classes of members;

1. 
   Individual membership
   

2. Family membership
   

3. Life Membership
   

4. Honorary Consultants
   

5. Corporate members
   

6. Junior Member
   
   

Membership Definitions:

Individual membership is one person entitled to one vote. The number of Individual members is unlimited.

Family membership means two married adults or, a De-facto relationship or, two members of an immediate family. This membership is entitled to one votes (18 years or over). The number of Family memberships is unlimited.

Life membership shall confer all the privileges of membership without payment of subscription and may be conferred on a member at the discretion of the Management Committee. This person is entitled to one vote.

1. 1. 
      Two (2) members shall discreetly report in writing of the member's outstanding service to Genealogy Sunshine Coast;
      

   2. All nominations are to remain confidential until a decision is made;
      

   3. Nominations to be received by the Secretary not less than three (3) months before the Annual General Meeting at which the presentation is to be made;
      

   4. All Life Membership nominations will be ratified at a Management meeting prior to the Annual General Meeting;
      

   5. A vote will take place at the Management meeting to ascertain all criteria has been attained. A vote of two-thirds of those present and eligible to vote in favour of the nomination being received for consideration by the Executives;
      

   6. The number of Life Memberships available at any one time will be at the discretion of the Management Committee of Genealogy Sunshine Coast but would not normally exceed five percent (5%) of the organisation's total membership at the time of a new appointment.
      

Honorary Consultant member is a person who is a resident of Australia or overseas who offers specialist advice to further the objects of Genealogy Sunshine Coast or to assist the research of members. Membership shall be by invitation from the Management Committee only. Honorary Consultants are not required to pay a subscription, nor are they entitled to vote.

Corporate member means a company incorporated pursuant to the provision of the companies (Queensland) Code and which is registered as a member of Genealogy Sunshine Coast. Admission to Corporate membership will be as for ordinary membership with the exception that the annual subscription, at the discretion of the Management Committee, may be different to that for ordinary membership. Corporate memberships are entitled to one vote per Corporation.

Junior Membership is a membership held by a youth and have the following conditions:

1. 
   Must be sponsored by an adult member;
   

2. Not entitled to vote;
   

3. Must be between (and including) 10 years of age and 17 years of age;

6.   Membership Application:
   
   

Every application for any class of membership of Genealogy Sunshine Coast shall be made in writing and signed by the applicant(s) and shall be made in such form as the Management Committee from time to time prescribes.

1. 1. 
      In the case of Corporate Membership, the application must be ratified by the Management Executive of the organisation applying for membership.
      

   2. In the case of Junior Membership it must be counter signed by a Parent and the Sponsor.
      

7.   Membership Fees:
   
   

1. 
   The membership fees for each class of membership shall be such sum as the members shall from time to time at any general meeting so determine.
   

2. The membership fees for each class of membership shall be payable at such time and in such manner as the Management Committee shall from time to time determine.
   
   

8.   Admission and Rejection of Members
   
   

The Management Committee must consider and decide on an application for membership at the next Committee Meeting held after it receives the application for membership and the appropriate membership fee for the application.

1. 1. 
      The Management Committee may convene an unscheduled meeting to adjudicate on membership approval if it is deemed convenient or necessary to do so.
      

   2. If a majority of the members of the Management Committee present at the meeting vote to accept the applicant as a member, the applicant must be accepted as a member for the class of membership applied for and introduced at the following General Meeting.
      

   3. The Membership Secretary (or, if there is no Membership Secretary, the Secretary) must, as soon as practicable after the Management Committee decides to accept or reject an application, give the applicant a written notice of the decision.
      

9. 
   Resignation and Termination of Membership
   
   

1. 
   Resignation
   

   1. 
      A member may resign from Genealogy Sunshine Coast at any time by giving notice in writing to the Secretary.
      

   2. The resignation shall take effect at the time the notice is received by the Secretary unless a later date is specified in the notice, when it shall take effect on that later date.
      

   3. No refund of current year's fees shall be made. A resigning member is not entitled to the pro-rata refund of any fees already paid for that financial year, except by discretion of the Management Committee.
      

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2. 
   Termination
   
   

Sunshine Coast Historical and Genealogical Resource Centre Inc. Constitution 2018 Page 8 of25

1. 1. 
      If a member:
      

      1. 
         is convicted of an indictable offence; or
         

      2. fails to comply with any of the provisions of these rules; or
         

      3. has membership fees in arrears for a period of two months or more; or
         

      4. conducts them self in a manner considered to be injurious or prejudicial to the character or interests of Genealogy Sunshine Coast;
         

the Management Committee shall consider whether the membership shall be terminated.

1. 2. 
      The member concerned shall be given a full and fair opportunity of presenting their case and if the Management Committee resolves to· terminate the membership, by a majority present at the meeting, it shall instruct the Secretary to advise the member in writing accordingly.
      

10. 
    Appeal Against Rejection or Termination of Membership
    
    

1. 
   Intention to appeal rejection or termination:
   

   1. 
      If a person or corporation chooses to appeal against a rejection or termination they shall give the Secretary notice, written with an implement on paper, notice of their intention to appeal against the decision. This intention must be lodged within one month of receiving written notification of the decision to reject or terminate.
      

   2. Upon receipt of the notification of intention to appeal against rejection or termination of membership the Secretary shall bring the appeal to the next General Meeting to decide on a date which is mutual to both parties for resolution.
      

3. Appeal process:
   

   1. 
      At the meeting convened to hear the appeal, the appellant must be given a full and fair opportunity to show why the application should not be rejected or the membership should not be terminated.
      

   2. The Management Committee and the members of the committee who rejected the application or terminated the membership must be given a full and fair opportunity to show why the application should be rejected or the membership should be terminated.
      

   3. An appeal must be decided by a majority vote of the members present and eligible to vote at the meeting.
      

5. If a person, whose application for membership is rejected, does not appeal against the decision of the Management Committee within the time prescribed by these rules, or appeals but the appeal is unsuccessful, the Secretary must refund the amount of any Membership fee paid.
   

6. If a person, whose membership is terminated, does not appeal against the decision within the time prescribed, or appeals but the appeal is unsuccessful, the Treasurer must refund the pro-rata amount of any Membership fee paid for that calendar year.
   
   

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Sunshine Coast Historical and Genealogical Resource Centre Inc. Constitution 2018 Page 9 of25

11. 
    Register of Members
    
    

1. 
   The Management Committee must keep a secure register of members of Genealogy Sunshine Coast.
   

2. The register must include the following particulars for each member:
   

   1. 
      Full name of the Member;
      

   2. Postal or residential address of the Member;
      

   3. Date of admission as a Member.
      

   4. Email address of the Member
      

   5. Date of death or time of resignation of the Member;
      

   6. Details about the termination or reinstatement of the Membership;
      

   7. Any other particulars the Management Committee or the Members at a General Meeting decide.
      

4. Members have an obligation to advise the Membership Secretary or Secretary of any changes to their contact details.
   

5. The Register shall be open for inspection by current Members of Genealogy Sunshine Coast at all reasonable times.
   

6. A member must contact the Secretary in writing to arrange an inspection of the register.
   

7. However, the Management Committee may, on the application of a member of Genealogy Sunshine Coast, withhold information about the member (other than the Member's full name) from the register available for inspection if the Management Committee has reasonable grounds for believing the disclosure of the information would put the member's personal or professional situation at risk of harm.
   
   

12. 
    Prohibition on Use of Information on Register of Members
    
    

1. 
   A Member must not:
   

   1. 
      use infonnation obtained from the register of members of Genealogy Sunshine Coast to contact, or send material to, another member of Genealogy Sunshine Coast for the purpose of advertising or harassing for political, religious, charitable or commercial purposes; or
      

   2. disclose privileged information obtained while volunteering to anyone else without the persons permission, regardless of the intended use.
      

3. Subrule (1) does not apply if the use or disclosure of the information is approved by the association and/or the member concerned.
   
   

13. 
    Appointment or Election of Secretary
    
    

1. 
   The Secretary must be an individual residing in Queensland, who is;-
   

   1. 
      a member of the Association elected by the Association as Secretary; or
      

   2. any of the following persons appointed by the Management Committee as Secretary:
      

      1. 
         member of the Association's Management Committee;
         

      2. another member of the Association;
         

      3. another person.
         

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Sunshine Coast Historical and Genealogical Resource Centre Inc. Constitution 2018 Page 10 of25

2. 
   If a vacancy happens in the office of Secretary, the members of the Management Committee must ensure a Secretary is appointed or elected for the Association within one month of the vacancy occurring.
   
   

. (3) If the Management Committee appoints a person mentioned in subrule (l)(b)(i) as Secretary, other than to fill a casual vacancy on the Management Committee, the person does not become a member of the Management Committee.

4. 
   . However, if the Management Committee appoints a person mentioned in subrule 13(l)(b)(ii) as Secretary to fill a casual vacancy on the Management Committee, the person becomes a member of the Management Committee.
   

5. If the Management Committee appoints a person mentioned in subrnle (l)(b)(iii) as Secretary, the person does not become a member of the Management Committee.
   
   

Casual vacancy - on a Management Committee, means a vacancy that happens when an elected member of the Committee resigns, dies or otherwise stops holding office.

14. 
    Removal of Secretary
    
    

1. 
   The Management Committee of the Association may at any time remove a person appointed by the Committee as the Secretary.
   

2. If the Management Committee removes a Secretary who is a person mentioned in rule 13(l)(b)(i), the person remains a member of the Management Committee.
   

3. If the Management Committee removes a Secretary who is a person mentioned in Rule 13(l)(b)(ii) and who has been appointed to a casual vacancy on the Management Committee under rule 13(5), the person remains a member of the Management Committee.
   
   

15. 
    Functions of Secretary
    
    

1. 
   The Secretary's functions include, but are not limited to:
   

   1. 
      calling meetings of the Association, including preparing notices of a meeting and of the business to be conducted at the meeting in consultation with the President of the Association; and
      

   2. keeping minutes of each meeting; and
      

   3. keeping copies of all correspondence and other documents relating to the Association; and
      

   4. maintaining the register of members of the Association.
      

3. A Minute Secretary and/or a Membership Secretary may be appointed by the Management Committee. In this situation:
   

   1. 
      these positions act under the authority of, and are answerable to, the Secretary.
      

   2. they do not automatically form part of the Executive Committee unless they are elected under Rule 16(1).
      

16. 
    Membership of Management Committee
    
    

1. 
   The Management Committee shall consist of a President, Vice President, Secretary and Treasurer; three Executive members representing the members of the Association (forming the Executive Committee); and any other Office Bearers the Association members elect at a General Meeting.
   
   

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2. 
   The total number of Office Bearer positions may change from time to time depending on the current needs of the Association.
   

3. All members of the Management Committee, other than a Secretary appointed under 13(l)(b)(iii), must be a member of the Association.
   

4. At each Annual General Meeting of the Association, the members of the Management Committee must retire from office but are eligible, on nomination, for re-election.
   

5. All Office Bearer positions will be voted on at the Annual General Meeting. Where a position is not filled at the Annual General Meeting, it may be subsequently filled by the Management Committee and must be ratified at the next General Meeting of the Association.
   

6. A member of the Association may be appointed to a casual vacancy on the Management Committee under subrule 19.
   

7. Any decision about the fundamental running of Genealogy Sunshine Coast, its structure and policies, must be made by at least two thirds of the Management Committee and ratified by a majority decision at the next General Meeting.
   
   

17. 
    Electing the Management Committee
    
    

1. 
   A member of the Management Committee shall only be elected as follows:
   

   1. 
      Any two members of the Association may nominate another member (the
      

candidate) to serve as a member of the Management Committee.

1. 2. 
      The nomination must be in writing, using a writing implement on the prescribed form in 17(3); signed by the candidate and the members who nominated the candidate; and given to the Secretary at least 14 days before the Annual General Meeting at which the election is to be held.
      

   3. Each member of the Association present and eligible to vote at the Annual General Meeting may vote for one candidate for each vacant position on the Management Committee.
      

   4. If, at the start of the meeting, there are not enough candidates nominated, nominations may be taken from the floor of the meeting.
      

(i). If nominations are taken from the floor, the nominator, seconder and nominatee must be listed as part of the minutes for that meeting.

2. 
   A person may be a candidate only if the person is an adult; and is not ineligible to be elected as a member under section 61A of the Act.
   
   

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3. 
   An instrument nominating a candidate must be in writing and be on the following fonn:
   
   

Management Committee Nomination Form [Year]

I the undersigned, being a financial member of Sunshine Coast Historical and Genealogical Resource Centre Inc, hereby nominate:

-----------------for the office/position on the [insert year] Genealogy Sunshine Coast Management Committee, as indicated below.

D President

D Secretary D Member 1 D Member3

D Vice-President

D Treasurer

D Member2

Proposer member (signature)----------------

Printed FullName---------------------­

Seconding member (signature) --------------- Printed Full Name

I hereby declare I

have no legal or medical impediment to me holding this position and I accept the nomination as stated above. Nominated member (signature) ----------------

Nominations for these offices/positions MUST BE IN WRITING and must be received by the Society Secretary

by [insert Date). Only one nomination per form please.

Nominations will be taken from the floor to ensure every member has an opportunity to nominate.

Nominations must be forwarded to:-

• 
  The Secretary, Genealogy Sunshine Coast, at the postal address provided
  

• Or emailed to the email address provided
  

• Or dropped into the office in a sealed envelope marked "Secretary"
  

4. 
   Other Office Bearer positions will include but are not limited to:
   

D Building/Safety Co-ordinator

D Editor Co-ordinator

D Events & Publicity Co-ordinator

D Kin Tracer Co-ordinator

D Library Co-ordinator

D Research Co-ordinator

D Education Co-ordinator

D IT Co-ordinator & Digital Collections

D Kitchen & Catering Co-ordinator

D Projects Co-ordinator

D Policies Officer

5. 
   A list of the candidates' names in alphabetical order, with the names of the members who nominated each candidate, must be posted in a conspicuous place in the office or usual place of meeting of the Association for at least seven days immediately preceding the Annual General Meeting.
   

6. If required by the Management Committee, balloting lists must be prepared containing the names of the candidates in alphabetical order.
   

7. The Management Committee must ensure that, before a candidate is elected as a member of the Management Committee, the candidate is advised whether or not the Association has public liability insurance; and the amount of any such insurance.
   

8. The Grants Office and Membership Secretary are to be elected by Management at the first meeting after the AGM.
   

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18. 
    Resignation, Removal or Vacation of Office of Management Committee Member
    
    

1. 
   A member of the Management Committee may resign from the committee by giving notice, written with an implement on paper, to the Secretary.
   

2. The resignation takes effect at:
   

   1. 
      the time the notice is received by the Secretary; or
      

   2. if a later time is stated in the notice - the later time.
      

4. A member may be removed from office at a General Meeting of the Association if a majority of the members present and eligible to vote at the meeting vote in favour of removing the member.
   

5. Before a vote of members is taken about removing the member from office, the member must be given a full and fair opportunity to show cause why he or she should not be removed from office.
   

6. A member has no right of appeal again t their removal from office under this rule.
   

7. A member immediately vacates the office of member in the circumstances mentioned in section 64(2) of the Act.
   

8. Resignation, Removal or Vacation of Office does not affect their membership status of Genealogy Sunshine Coast.
   
   

19. 
    Vacancies on Management Committee
    
    

1. 
   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 General Meeting.
   

2. The continuing members of the Management Committee may act despite a casual vacancy on the Management Committee.
   

3. However, if the number of Committee Members is less than the number fixed under Rule
   
   

22 as a quorum of the Management Committee, the continuing members may act only to:

1. 
   increase the number of Management Committee members to the number required for a quorum; or
   

2. call a General Meeting of the Association.
   
   

20. 
    Roles and Functions of the Management Committee
    
    

1. 
   Subject to these Rules or a resolution of the members of Genealogy Sunshine Coast carried at a General Meeting, the Management Committee has the general control and management of the administration of the affairs, property and funds of Genealogy Sunshine Coast.
   

2. The management committee has authority to interpret the meaning of these rules and any matter relating to the association on which the rules are silent, but any interpretation must have regard to the Act, including any regulation made under the Act.
   
   

Note The Act prevails if the associations' rules are inconsistent with the Act - see section lB

of the Act.

3. 
   The management committee may exercise the powers of the association-
   

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Sunshine Coast Historical and Genealogical Resource Centre Inc. Constitution 2018 Page 14 of25

1. 1. 
      to borrow, raise or secure the payment of amounts in a way the members of the association decide; and
      

   2. to secure the amounts mentioned in paragraph (a) or the payment or performance of any lease, debt, liability, contract, guarantee or other engagement incurred or to be entered into by the association in any way, including by the issue of debentures (perpetual or otherwise) charged upon the whole or part of the associations property, both present and future; and
      

   3. to purchase, redeem or pay off any securities issued; and
      

   4. to borrow amounts from members and pay interest on the amounts borrowed; and
      

   5. to mortgage or charge the whole or part of its property; and
      

   6. to issue debentures and other securities, whether outright or as security for any debt, liability or obligation of the association; and
      

   7. to provide and pay off any securities issued; and
      

   8. to invest in a way the members of the association may from time to time decide.
      

2. 
   For subrule (3)(d), the rate of interest must not be more than the current rate being charged for overdrawn accounts on money lent (regardless of the term of the loan) by-
   

   1. 
      the financial institution for the association; or
      

   2. if there is more than 1 financial institution for the association-the financial institution nominated by the management committee.
      

4. Subscribe to, and become a member of and co-operate with any other Association, club or organisation whether incorporated or not, whose objects are together or in part similar to those of Genealogy Sunshine Coast provided that Genealogy Sunshine Coast shall not subscribe to or support with its funds any club, association or organisation which does not prohibit the distribution of its income and property among its members.
   

5. Enter into any arrangements with any Government or Authority that are incidental or conducive to the attainment of the objects and the exercise of the powers of Genealogy Sunshine Coast; to obtain from any such Government or authority any rights, privileges and concessions which Genealogy Sunshine Coast may think it desirable to obtain; and to carry out, exercise and comply with any such arrangements, rights or privileges and concessions.
   

6. Appoint, employ, remove or suspend such managers, clerks, secretaries, servants, workmen and other persons as may be necessary or convenient for the purposes of Genealogy Sunshine Coast.
   

7. Sell, improve, manage, develop, exchange, lease, dispose of, tum to account or otherwise deal with all or any part of the property and rights of Genealogy Sunshine Coast except collection items donated to Genealogy Sunshine Coast by members of the public or through other sources. Collection items shall not be sold and cannot be otherwise disposed of except by resolution of a General Meeting of Genealogy Sunshine Coast and on the recommendation of the Management Committee.
   

8. Take any gift of property whether subject to any special trnst or not, for any one or more of the objectives of Genealogy Sunshine Coast.
   

9. Take such steps by personal or written appeals, public meetings or otherwise, as may from time to time be deemed expedient for the purpose of procuring contributions to the funds of Genealogy Sunshine Coast, in the shape of grants, donations, annual subscriptions or otherwise.
   
   

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Sunshine Coast Historical and Genealogical Resource Centre Inc. Constitution 201_8 Page 15 of25

11. 
    Print and publish any newspapers, periodicals, books or leaflets, digital and electronic, that Genealogy Sunshine Coast may think desirable for the fulfilment of its objectives.
    

12. Within the above powers, do all things necessary and convenient to be done in carrying out its affairs and in exercising the powers of Genealogy Sunshine Coast.
    

13. Under Rule 25, the Management Committee may appoint a Subcommittee consisting of members of the Association considered appropriate by the Management Committee to help with the conduct of a specific aspect of the Association's operations.
    
    

21. 
    Meetings of Management Committee
    
    

1. 
   . Subject to the following sub rnles, the Management Committee may meet and conduct its proceedings as it considers appropriate.
   

2. The Management Committee must meet at least once every two calendar months to exercise its functions, preferably every calendar month.
   

3. The Management Committee must decide how a meeting is to be called.
   

4. Notice of a meeting is to be given in the way decided by the Management Committee.
   

5. The Management Committee may hold meetings, or permit a Committee member to take part in its meetings, by using any technology that reasonably allows the member to hear and take part in discussions as they happen.
   

6. A Committee member who participates in the meeting as mentioned in sub rule (5) is taken to be present at the meeting.
   

7. A question arising at a Committee meeting is to be decided by a majority vote of members of the Committee present at the meeting and, if the votes are equal, the question is decided in the negative.
   

8. A member of the Management Committee must not vote on a question about a contract or proposed contract with the Association if the member has an interest in the contract or proposed contract and, if the member does vote, the members vote must not be counted.
   

9. The President is to preside as Chairperson at a Management Committee meeting.
   

10. If there is no President or if the President is not present within 10 minutes after the time fixed for a Management Committee meeting, the members may choose one of their number to preside as Chairperson at the meeting.