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Notice of 2017 AGM .pdf



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PHOENIX ENSEMBLE INC.
PO Box 447
BEENLEIGH QLD 4207


NOTICE OF ANNUAL GENERAL MEETING
7 SEPTEMBER 2017



I, Kay Killeen, Administrative Director and Secretary of Phoenix Ensemble Inc (the Association) give
notice that the Annual General Meeting of the Association will be held on 24 September 2017 at 6.30pm
at the Pavillion Theatre, James Street, Beenleigh.

The nature of the business to be discussed at the Annual General Meeting will comprise:
• Receiving the Management Committee’s report and financial statements for the last financial
year.
• Receiving the auditor’s report on the Association’s books and accounts for the last financial
year.
• Election of members to fill vacancies on the Management Committee.
• Appointment of an auditor.
• Appointment of patrons.
• A Special Resolution to amend the Rules of the Association.
• Any other business.

The Annual General Meeting will consider the following Special Resolution to amend the rules of the
Association:

That, subject to approval of the chief executive under section 48 of the Associations
Incorporation Act 1981 (Qld), the Rules of the Association be amended as indicated in the markup of the Rules of the Association attached to the Notice of Special General Meeting dated 7
September 2017.





PHOENIX ENSEMBLE INC.
PO Box 447
BEENLEIGH QLD 4207

ATTACHMENT – PROPOSED AMENDMENTS TO RULES








Rules
Phoenix Ensemble Inc
[2017 Amendments, Draft]









© 2009 Phoenix Ensemble Inc© 2016 Phoenix Ensemble Inc

Rules
Table of Contents

1.

Name .................................................................................................................................................... 1

2.

Objects ................................................................................................................................................. 1

3.

Powers .................................................................................................................................................. 1

4.

Classes of members .............................................................................................................................. 4

5.

Membership ......................................................................................................................................... 5

6.

Membership fees ................................................................................................................................. 6

7.

Admission and rejection of members .................................................................................................. 7

8.

Termination of membership ................................................................................................................ 7

9.

Appeal against rejection or termination of membership ..................................................................... 8

10.

Register of members ........................................................................................................................ 8

11.

Membership of Management Committee ..................................................................................... 98

12.

Vacancies on Management Committee ......................................................................................... 14

13.

Functions of the Management Committee ................................................................................ 1514

14.

Meetings of Management Committee ....................................................................................... 1615

15.

Annual general or general meetings .......................................................................................... 1716

16.

By-laws ....................................................................................................................................... 2120

17.

Alteration of Rules ...................................................................................................................... 2120

18.

Common seal .............................................................................................................................. 2120

19.

Funds and accounts .................................................................................................................... 2221

20.

Documents ................................................................................................................................. 2322

21.

Financial year ............................................................................................................................. 2322

22.

Distribution of surplus assets ..................................................................................................... 2422

23.

Dissolution of Association .......................................................................................................... 2422



Page | ii


Rules
1.

Name
The name of the incorporated association shall be (in these Rules called "the Association")
"PHOENIX ENSEMBLE Inc."

2.

Objects
The objects for which the Association is established are:

3.

(a)

to promote, foster, and practice the art(s) of drama, dance, musical theatre, choral and
kindred arts, all hereunder referred to as "the respective arts";

(b)

to promote public awareness, knowledge, and appreciation of the respective arts;

(c)

to provide community access to the presentation, performance, display demonstration of
works of the respective arts;

(d)

to provide opportunity for adults, young people and children to participate in the practice
and presentation of the respective arts;

(e)

to provide opportunities for the study, discussion and tuition of, and training in, the
respective arts;

(f)

to co-operate, co-ordinate, and to affiliate with groups, bodies, agencies and individuals
with interests similar to the objects of the Association;

(g)

to provide or obtain venues, facilities and resources for the activities related to the objects
of the Association;

(h)

to pursue the standard of excellence in respect of all objects of the Association;

(i)

to foster fellowship within the membership of the Association in such manner as may be
approved by the Management Committee; and

(j)

to do all things and take all actions, expedient, incidental and conducive to the achievement
of the above objects.

Powers
The powers of the Association are:
(a)

to take over the funds and other assets and the liabilities of the present unincorporated
association known as the "PHOENIX ENSEMBLE";
Page | 1



Rules
(b)

to subscribe to, become a member of and co-operate with any other association, club or
organization, whether incorporated or not, whose objects are altogether or in part similar
to those of the Association provided that the Association shall not subscribe to or support
with its funds any club, association or organization which does not prohibit the distribution
of its income and property among its members to an extent at least as great as that
imposed on the Association under or by virtue of rule 19(l)19(j);

(c)

in furtherance of the objects of the Association to buy, sell and deal in all kinds of articles,
commodities and provisions, both liquid and solid, for the, members of the Association or
persons frequenting the Association's premises;

(d)

to purchase, take on lease or in exchange, hire and otherwise acquire any lands, buildings,
easements or property, real and personal, and any rights or privileges which may be
requisite for the purposes of, or capable of being conveniently used in connection with, any
of the objects of the Association: Provided that in case the Association shall take or hold
any property which may be subject to any trusts the Association shall only deal with the
same in such manner as is allowed by law having regard to such trusts;

(e)

to 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 the
Association; to obtain from any such government or authority any rights, privileges and
concessions which the Association may think it desirable to obtain; and to carry out,
exercise and comply with any such arrangements, rights, privileges and concessions;

(f)

to appoint, employ, remove or suspend such managers, clerks, secretaries, servants,
workmen and other persons as may be necessary or convenient for the purposes of the
Association;

(g)

to remunerate any person or body corporate for services rendered, or to be rendered, and
whether by way of brokerage or otherwise in placing or assisting to place or guaranteeing
the placing of any unsecured notes, debentures or other securities of the Association, or in
or about the Association or promotion of the Association or in the furtherance of its
objects;

(h)

to construct, improve, maintain, develop, work, manage, carry out, alter or control any
houses, buildings, grounds, works or conveniences which may seem calculated directly or
indirectly to advance the Association's interests, and to contribute to, subsidise or
otherwise assist and take part in the construction, improvement, maintenance,
development, working, management, carrying out, alteration or control thereof;

(i)

to invest and deal with the money of the Association not immediately required in such
manner as may from time to time be thought fit;

Page | 2


Rules
(j)

to take, or otherwise acquire, and hold shares, debentures or other securities of any
company or body corporate;

(k)

in furtherance of the objects of the Association to lend and advance money or give credit to
any person or body corporate; to guarantee and give guarantees or indemnities for the
payment of money or the performance of contracts or obligations by any person or body
corporate, and otherwise to assist any person or body corporate;

(l)

to borrow or raise money either alone or jointly with any other person or legal entity in
such manner as may be thought proper and whether upon fluctuating advance account or
overdraft or otherwise to represent or secure any moneys and further advances borrowed
or to be borrowed alone or with others as aforesaid by notes secured or unsecured,
debentures or debenture stock perpetual or otherwise, or by mortgage, charge, lien or
other security upon the whole or any part of the Association's property or assets present or
future and to purchase, redeem or pay-off any such securities;

(m)

to draw, make, accept, endorse, discount, execute and issue promissory notes, bills of
exchange, bills of lading and other negotiable or transferable instruments;

(n)

in furtherance of the objects of the Association to sell, improve, manage, develop,
exchange, lease, dispose of, turn to account or otherwise deal with all or any part of the
property and rights of the Association;

(o)

to take or hold mortgages, liens or charges, to secure payment of the purchase price, or any
unpaid balance of the purchase price, of any part of the Association's property of
whatsoever kind sold by the Association, or any money due to the Association from
purchasers and others;

(p)

to take any gift of property whether subject to any special trust or not, for any one or more
of the objects of the Association but subject always to the proviso in sub-rule (d);

(q)

to 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 the Association, in the shape of donations, annual subscriptions or otherwise;

(r)

to print and publish any newspapers, periodicals, books or leaflets that the Association may
think desirable for the promotion of its objects;

(s)

in furtherance of the objects of the Association to amalgamate with any one or more
incorporated associations having objects altogether or in part similar to those of the
Association and which shall prohibit the distribution of its or their income and property
among its or their members to an extent at least as great as that imposed upon the
Association under or by virtue of rule 19(l)19(j);

Page | 3


Rules

4.

(t)

in furtherance of the objects of the Association to purchase or otherwise acquire and
undertake all or any part of the property, assets, liabilities and engagements of any one or
more of the incorporated associations with which the Association is authorised to
amalgamate;

(u)

in furtherance of the objects of the Association to transfer all or any part of the property,
assets, liabilities and engagements of the Association to any one or more of the
incorporated associations with which the Association is authorised to amalgamate;

(v)

to make donations for patriotic, charitable or community purposes;

(w)

to transact any lawful business in aid of the Commonwealth of Australia in the prosecution
of any war in which the Commonwealth of Australia is engaged; and

(x)

to do all such other things as are incidental or conducive to the attainment of the objects
and the exercise of the powers of the Association.

Classes of members
(a)

The membership of the Association shall consist of any of the following classes of
members:
(i)

Full Members;

(ii)

Life Members;

(iii)

Honorary Members; and

(iv)

Junior Members.

(b)

The number of members in each class shall be unlimited.

(c)

In order to become a Full Member, a person must:

(d)

(i)

be, as at the date the person applies to become a Full Member, 18 years or older;

(ii)

pay the membership fee determined in accordance with rule 6; and

(iii)

apply in accordance with rule 5 and be approved by the Membership Committee in
accordance with rule 7.

In order to become a Life Member, a person must:
(i)

be an Eligible Membera Full Member;

Page | 4


Rules

5.

(ii)

be the subject of a resolution of the Management Committee, passed by at least 2/3
of the Management Committee, recommending that the person be made a Life
Member; and

(iii)

be appointed as a Life Member by a resolution of the Association in general meeting,
passed by at least 2/3 of those present and eligible to vote at the relevant meeting of
the Association.

(e)

In order to become a Honorary Member, a person must be appointed as an Honorary
Member by resolution of the Management Committee, passed by at least 2/3 of the
Management Committee.

(f)

In order to become a Junior Member, a person must:
(i)

be, as at the date the person applies to become a Full Member and for as long as the
person remains a Junior Member, less than 18 years old;

(ii)

pay the membership fee determined in accordance with rule 6; and

(iii)

apply in accordance with rule 5 and be approved by the Membership Committee in
accordance with rule 7.

Membership
(a)

Every person who at the date of incorporation of the Association was a member of the
unincorporated association and who on or before the ___ day of _____,19___, agrees in
writing to become a member of the Association shall be admitted by the Management
Committee to the same class of membership of the Association as that member held in the
unincorporated association. Every member of the Association who previously to their
agreeing to become a member of the Association has paid their subscription due on the
___ day of _____,19___, as a member of the unincorporated association, shall not be liable
to pay any further sum by way of annual subscription to the Association for the period prior
to the ___ day of _____,19___,

(b)

Every person who at 18 May 2009 was a Full Member, Interim Member, Honorary Member
or Life Member of the Association shall be deemed to be a Full Member, Interim Member,
Honorary Member or Life Member of the Association (as applicable) for the period of their
previous membership.

(c)

For the purposes of calculating whether any Full Member to which paragraph (b) applies is
an Eligible Member, the period of time during which the person, prior to the date referred
to in paragraph (b) was a Full Member must be taken into account.

Page | 5



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