Terms and Conditions
Hunter United Brewers By-laws 2/08/10
1. Purpose
The Hunter United Brewers (HUB) homebrew club is a group dedicated to the enjoyment and promotion of homebrewing in the Hunter region.
2. Goals
To facilitate activities that promote appreciation of good beer, beer literacy, good brewing and good fellowship while at all times practicing responsible use of alcohol.
3. Membership
i. Eligibility
All persons who may legally drink alcohol in Australia are eligible to join. Club membership shall not be denied to any person on the basis of race, sex, religion, national origin or physical or mental disability.
ii. Continuity of Membership
Membership shall remain current while ever the member is financial, excepting resignation or suspension.
iii. Resignation of membership
Resignation of membership shall be submitted in writing to the club Secretary and recorded in the following meeting’s minutes/notice.
iv. Suspension of membership
Suspension of membership shall be at the discretion of the executive committee with the suspended member notified in writing and recorded in the following meeting’s minutes/notice.
v. Guests
Members are encouraged to bring guests to club meetings and other events. Guests should be recognized by other members and encouraged to join our club.
vi. Membership Year
The membership year shall be the same as the financial year and shall run from July 1st to June 30th each year.
vii. Conduct and participation
Participation in this club is entirely voluntary. Participation in club activities occasionally involves the consumption of alcoholic beverages and it may affect your perception and reactions. By joining HUB, you as a member accept responsibility for your conduct, behaviour, and actions. Participation includes any invited guests that accompany you on any club activity, wherever they may be held. Unacceptable conduct reflects poorly on the club’s reputation and may result in an official warning and/or suspension of membership.
viii. Rights and Liability of members
All current members shall have the right to vote on club decisions. The members of the club shall not be responsible for the debts of the club except as approved by the executive committee and by the membership. No member shall receive compensation for services rendered to the club. Club members may be reimbursed for reasonable expenses incurred on behalf of the club if approved by the executive committee. The Secretary/Treasurer may approve reimbursements up to $50.00 with sufficient documentation.
4. Voting
i. Eligibility
All members who are current in, or have an agreed payment arrangement in place for their annual dues may vote.
ii. Voting
The executive committee shall decide when and the kinds of issues and topics that should be voted on by the membership. Any member may request that the executive committee bring an issue to the full membership for a vote. The vote may be taken at that meeting or referred to the appropriate committee for further study. All items referred to a committee should be reported in the next published minutes/notice and a vote taken at the next scheduled meeting.
iii. Quorum
A quorum shall consist of at least two officers and one-fourth of the regular members or 12 regular members whichever is less. No official business of the club shall be conducted unless a quorum exists.
iv. Election Dates
Elections shall be held annually at the AGM in June with new executive committee members to take office July 1st.
v. Nominations
Nominations may be made by any regular member.
vi. Voting Method
Voting is by controlled ballot available to all current members with one vote per member. Executive Committee and assistant officers shall hold no additional voting rights or powers over regular members with the exception of the President who has power to cast a deciding vote in case of a tied ballot.
vii. Absentee Voting
Absentee votes must be lodged with the Secretary/Executive Committee in writing by the individual member prior to the vote taking place. Proxy voting is not permitted.
5. Dues
i. Calendar
Dues are to be paid annually by the first regular meeting in July. Dues are set by the executive committee and approved by the membership. Dues must be paid in full for the entire year unless by special arrangement with the secretary and/or approved by the executive committee.
ii. Form
Dues will be collected by the Secretary/Treasurer in appropriate monetary form, recorded against the membership database and a receipt issued.
iii. Reporting
The Secretary/Treasurer shall report the financial status of the club quarterly and this report will be published in the minutes/notice.
6. Officers
i. Executive Committee
The executive committee shall consist of the following officers who are current members and have been elected according to Part 4.
- President
- Activities Officer
- Education and Training Officer
- Secretary/Treasurer
- Media/Liaison Officer
- Promotional/Advertising Co-ordinator
ii. Executive Committee Duties
President - Shall set the agenda and conduct all monthly meetings. Shall form and oversee committees and appoint chairmen as required. Shall be responsible for setting the goals and direction of the club and officially representing the club at all external functions/events.
Activities Officer – Shall plan events and activities for the membership. These may take place at regular monthly meetings or special meetings/events as announced in the minutes/notice. The Activities Officer shall develop a schedule of activities which are interesting and appropriate to the members with due consideration for differing levels of experience. Shall liaise with the Education and Training offer to ensure correct technical content and range of activities.
Education and Training Officer – Shall assist the Activities Officer in the preparation and delivery of suitable educational activities and to ensure content is accurate and appropriate.
Secretary/Treasurer- Shall record the minutes of the regular meetings and distribute them to the membership along with a notice of upcoming agenda items/events in a timely manner before the following meeting. Shall receive all funds for the club and disperse as required to cover all expenses. Shall consult with the Executive Committee to determine the annual projected budget at the start of each financial year. Shall publish a quarterly balance sheet in the minutes/notice along with the progressing budget. Shall maintain the membership database and bill new members as they join the club.
Media/Liaison Officer – Shall develop and maintain the club’s web site under the direction of the executive committee and as approved by the members.
Promotional/Advertising Co-ordinator - TBA
iii. Term of office
Term of office is one year and will be the same as the club year running from July 1st to June 30th.
iv. Removal
Any member of the executive committee may be removed by a majority vote of the regular members. Such a vote must be recommended by the executive committee and voted on only after a notification is published in the monthly minutes/notice.
v. Officer Resignation
If an officer resigns from the executive committee, the executive committee shall appoint a member to serve out the remaining term.
7. Meetings
i. Meeting of Members
Members shall meet regularly each month at the nominated time and place approved by the membership. Members will be notified of any changes to regular meeting times or locations.
ii. Meeting Procedures
All meetings of the club shall be conducted in a responsible and orderly manner. iii. Executive Committee
The Executive Committee shall meet quarterly to provide direction and long-range planning for the club. The Executive Committee shall meet at the beginning of each financial (club) year to develop a set of goals for the ensuing year and publish these goals in the minutes/notice. The Executive Committee should meet as often as needed to provide the members with an appropriate program.
iv. Annual General Meeting
An annual general meeting (AGM) will be held on the regular meeting date in June each year for the purpose of electing officers, setting annual dues and conducting general business.
8. Committees
i. Definitions
Committees for Activities & Education, Social Events, Finance, Communications, and Competitions shall be standing committees. The president shall appoint a chairman for the Competitions committee. Other standing committees may be chaired by officers on the executive committee or a chairman may be selected by the committee.
ii. Special Projects
The president shall appoint committee chairmen for other events as the need arises. A Nominating Committee shall be established each year to propose to the club a slate of officers for the next year. Other committees may include any special events that the club proposes.
iii. Committee Members
In order to involve as many members as possible in the operation of the club, each committee chairman of a standing committee can appoint 2-4 members to assist with their assigned club duties. Committees should meet at least twice each year to fulfil these duties.
9. By-Law Changes
i. Procedures for Change
Any member may petition for a change to the By-Laws. When changes are proposed, the changes must be presented in writing and introduced at a regular monthly meeting. The proposed changes shall be published in the next monthly minutes/notice and voted on at the next monthly meeting. A majority vote of all regular members is required in order to make the By-Law change.