1. Name of the Association
The name of the association is Gold Rush Barrel 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. Fees payable on application. Renewal due at the beginning (but not limited to) of the
financial year, and will be valid for the remainder of the financial year. Membership rights
and/or obligation cannot be transferred and cease when membership ends.
3A. Membership Categories
$10 per person as a founding membership. Fees reviewed and approved at AGM.
3B. Register of Members
The Club must maintain an up to date Register of Members including full name, telephone and
address details. Individual joining and cessation date to be included. The Register is held by the
Secretary and is available for inspection on request with privacy protections enforced.
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3C. Members’ Liabilities
Members’ liability is limited to unpaid membership fees or any levy posed by the Club.
Members are not personally liable for Club debts.
4. Voting Rights
Voting requires six (6) months continuous financial membership. To vote the individual must be
aged 18 years and over on the day of the AGM.
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. A minimum of 12 months services as a General Committee
Member is required before eligibility for senior positions (President, Vice Present,
Secretary, Treasurer). Progression ensures knowledge of governance, meeting process,
compliancy, and continuity.
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. Committee Composition & Functions
Committee comprises President, Vice President, Secretary, Treasurer, and General Committee
members. Responsible for governance, finance, compliance, and administration.
8A. Committee Vacancies
A position becomes vacant if the member resigns, dies, ceases membership, is absent from
three
(3) meetings without approval, is removed by Special Resolution, becomes bankrupt, is
convicted of a disqualifying offence, or breaches the Constitution.
8B. Filling Vacancies
Vacancies may be filled by Committee appointment until the next AGM.
8C. 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.
9. Committee Meetings – Quorum & Procedures
Quorum is 50% + 1 of Committee members. Decisions by majority vote; chair has casting vote.
Meetings may be held electronically.
10. Calling General Meetings
General Meetings may be requested by at least 10% of members; Committee must call within
28 days.
11. Notice of General Meetings
Written notice of at least 14 days including date, time, venue, agenda and motions.
12. 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.
13. 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.
14. Annual General Meeting (AGM) Timing
The Annual General Meeting (AGM) of the Gold Rush Barrel Racing 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.
15. Sources of Funds
Funds derived from membership fees, event income, sponsorships, donations, fundraising and
grants.
16. Management of Funds
Funds deposited in Club bank account. Two authorised signatories required. Records
maintained and used only for Club purposes.
17. Custody of Records
Secretary or Public Officer retains custody of Constitution, minutes, and financial records.
18. Inspection of Books
Members may inspect records upon request subject to confidentiality restrictions.
19. Public Officer
A Public Officer must be appointed to manage official correspondence, maintain Fair Trading
records and comply with statutory obligations.
20. Winding Up
Surplus assets transferred to a similar not‑for‑profit body or charity; assets cannot be
distributed to members.