Vacancy Appointments

Purpose

To ensure continuity of governance by maintaining active participation of Committee members and providing a clear process for managing non-attendance and vacancies.

Authority

  • Rule 17(2) – Retirement, Vacation or Cessation of Membership
  • Rule 13 – Conduct and Discipline

Scope

Applies to:

  • All serving Committee members
  • Officers of the Club
  • Secretary (for record keeping)

Procedure

1. Attendance Recording

  1. Attendance shall be recorded at every Committee meeting.
  2. The Secretary shall maintain an attendance register.

2. Non-Attendance

  1. If a Committee member is absent for three consecutive meetings:
    • The Secretary shall contact the member requesting explanation.
  2. If the explanation is considered satisfactory by the Committee:
    • No further action is taken.
  3. If no satisfactory explanation is provided:
    • The member’s seat shall be declared vacant in accordance with Rule 17(2).
  4. The vacancy shall be recorded in the minutes.

3. Resignation

  1. A Committee member may resign by written notice to the Secretary.
  2. The resignation shall be noted in the minutes.
  3. Any portfolio responsibilities shall be reallocated.

4. Casual Vacancies

  1. Where a vacancy occurs, the Committee may appoint a financial member to fill the vacancy.
  2. The appointment shall:
    • Be agreed by majority decision.
    • Be recorded in the minutes.
  3. The appointed member shall serve until the next Annual General Meeting.

5. Conduct

  1. Conduct rendering a Committee member unfit for office may be addressed under Rule 13.
  2. Any disciplinary process shall follow the procedure set out in the Rules.

Resolution Record (For Minutes)

Resolved that, in accordance with Rule 17(2), the seat of [Name] is declared vacant due to non-attendance / resignation / cessation of membership.

Resolved that, [Name] is appointed to fill the casual vacancy until the next Annual General Meeting.

Responsibilities

  • Secretary – maintain attendance register and correspondence.
  • Chair – ensure attendance is monitored.
  • Committee – determine satisfactory explanation and approve vacancy appointments.

Records to be Kept

  • Attendance register
  • Correspondence relating to absence
  • Minutes declaring vacancy
  • Appointment resolution

Review

This procedure shall be reviewed annually following the Annual General Meeting.