RULES OF THE INSTITUTE
OF PHOTOGRAPHIC TECHNOLOGY (INC.)
CONSTITUTION
OBJECTIVES AND PRINCIPLES OF THE INSTITUTE OF PHOTOGRAPHIC
TECHNOLOGY (INCORPORATED)
The objectives for which the Institute is established are:
(i) To promote the wider application of scientific methods
in photography.
(ii) To further the use of photography as a medium for
purposes of research or record.
(iii) To undertake the dissemination of knowledge of all
aspects of photography and related subjects to members and
approved outside persons by means of meetings, lectures,
discussions, demonstrations, exhibitions and publications.
(iv) To encourage the interchange of ideas and observations
between members.
(v) To print, publish, lend or distribute the transactions
of reports of the Institute, or any papers, communications,
work or treatises on photographic science or its
applications.
(vi) To foster original research in photographic
technology.
(vii) To do all such lawful things as Council deems
conducive to the attainment of the above objectives.
The principles governing the conduct of the Institute are :
(i) The Institute shall be non profit making.
(ii) Shall not become involved in industrial disputes.
(iii) Shall not owe allegiance to any manufacturer or
distributor of materials or equipment.
(iv) Shall exercise the right to discuss the merits or
demerits of products or processes without fear or favour.
(v) All Office Bearers shall serve in an honorary capacity.
(vi) Subscriptions shall be kept at the lowest level
commensurate with the Institute carrying out its aims.
Founded Melbourne Australia 1946
RULES OF THE INSTITUTE OF PHOTOGRAPHIC TECHNOLOGY (INC.)
CONSTITUTION
1. NAME
The name of the organisation shall be: "The Institute of
Photographic Technology
(Incorporated)".
2. INTERPRETATION
2.1 In these rules, unless the contrary intention appears:-
(a) "Council" means the Committee of Management of the
Institute.
(b) "Financial year" means the year ending on 30 June.
(c) "General Meeting" means a general meeting of members
convened in accordance with Rule 10.
(d) "Member" means a member of the Institute in accordance
with Rule 3.
(e) "Member of the Council" means a member of the Council
who is not an Officer of
the Institute under Rule 12.
(f) "The Act" means the `Associations Incorporation Act
1981'.
(g) "The Regulations" means regulations under the Act.
2.2 In these Rules, a reference to the Secretary of an
Institute is a reference:-
(a) where a person holds office under these Rules as
Secretary of the Institute--to that person; and
(b) in any other case, to the public officer of the
Institute.
2.3 Words or expressions contained in these rules shall be
interpreted in accordance with the provisions of the "Acts
Interpretation Act 1988" and the Act as in force from time
to time.
3. MEMBERSHIP CATEGORIES
3.1 The Institute shall consist of seven grades of
`members' who shall be designated Honorary Fellows,
Honorary Members, Fellows, Ordinary Members, Affiliates,
Student Members and Corporate Members. Members in any of
these classifications residing over 80km from Melbourne
shall be regarded as Corresponding Members of the
appropriate classification. Members holding a grading of
Fellow or Ordinary Member, having occasion to designate
themselves as belonging to the Institute have the right to
use the letters F.I.P.T. or M.I.P.T. respectively after
their name, for as long as they remain members.
3.2 HONORARY FELLOWS
Honorary Fellows shall be distinguished persons who, from
their positions or attainments are intimately connected
with the science or art of photography, its practice and
applications. Honorary Fellows shall be elected by the
Council, and notice of the election shall be given at the
next General or Annual Meeting of the Institute, but no
more than two Honorary Fellows shall be elected in the one
year. Honorary Fellows will not be required to pay any
subscriptions, and will have no vote in the business of the
Institute, but all rights of the membership may be acquired
by payment of the annual subscription of a Fellow.
3.3 HONORARY MEMBERS
The Council shall have the power to elect Honorary Members
for such periods and reasons as it think fit. Such Honorary
Members will not be required to pay any subscriptions, and
will have no vote in the business of the Institute.
3.4 FELLOWS
Fellowship may be awarded by action of Council to members
who have made outstanding contributions to the advancement
of photographic science or technology. Fellowship should
always be indicative of service to both photography and the
Institute.
3.5 ORDINARY MEMBERS
Applicants for the grade of Member shall provide evidence
to be evaluated by the Council:
(a) that they have graduated with a recognized Degree in
Photography, or that they hold a qualification of an
equivalent standard accepted by the Council; or
(b) that for the past four years they have been engaged in
photographic science or technology of a standard approved
by the Council; or
(c) that for the past four years they have had supervisory
responsibility in research, development, production, or
testing applied to photographic science or technology; or
(d) of investigations the candidate has made which
contribute to the advancement of photographic science or
technology.
The standard of ability required in conditions (b), (c) and
(d) above shall be no less than
that required in condition (a) above.
3.6 AFFILIATES
Any person with a genuine interest in photographic science
or technology may apply for Affiliate membership.
Affiliates shall have the right to vote on all matters
other than constitutional amendments, but shall not be
eligible for Council.
3.7 STUDENT MEMBERS
Any person currently enrolled as a full time student.
Student members shall not have the right to vote nor be
eligible to hold office on Council.
3.8 CORPORATE MEMBERS
Any company with a genuine interest in photographic
technology may apply for Corporate Membership. Corporate
Members shall have the right to nominate one member of full
time staff to be a representative (to receive all
correspondence, all newsletters and to attend General
Meetings). Corporate Members shall be listed in each
newsletter. A certificate of Corporate Membership shall be
issued.
Full time staff employed by a Corporate Member may apply
through the normal membership processes and receive a
reduction of 20% off the current membership subscription
rates.
The representative of the Corporate Member shall have the
same voting rights as Affiliate
Members.
4. APPLICATION FOR MEMBERSHIP
4.1 A person who applies and is approved for membership as
provided in these rules is eligible to be a member of the
Institute on payment of the annual subscription payable
under these rules.
4.2 A person who is not a member of the Institute at the
time of the incorporation of the Institute (or who was such
a member at that time but has ceased to be a member) shall
not be admitted to membership:
(a) unless they make an application as provided in
sub-clause (3), and
(b) admission as a member is approved by the Council.
4.3 Applicants for membership must be nominated or seconded
by two financial Members or Fellows. Approval for Corporate
Membership shall be considered by Council. Applications
shall be made in writing on the form provided (Appendix 1).
In the event of an application being received from a person
who is not personally known to any member of the Institute
and who cannot therefore furnish signatures of a proposer
and a seconder, a member of Council may move "that the
application be tabled for consideration". A second member
of Council must support such a motion and if the motion be
carried, the Secretary shall endorse the application, in
the space provided for proposer and seconder, "waived by
consent of Council".
4.4 As soon as is practicable after the receipt of an
application, the Secretary shall refer
the application to the Council.
4.5 Upon an application being referred to the Council, the
Council shall determine
whether to approve or to reject the application.
4.6 If the Council of the Institute is satisfied that the
applicant fulfills all conditions of membership, the
applicant's name shall be placed on the next notice paper.
Any objection shall be communicated to the Secretary, in
writing, before the date of the next General Meeting. If
there is no objection, applicant's name shall be submitted
for approval at the next General Meeting. In the event of
an objection being raised, the application shall be
submitted for ballot to members at a General Meeting.
4.7 Upon an application being approved by the members, the
Secretary shall, with as little delay as possible, notify
the applicant in writing of approval for membership of the
Institute and request payment within the period of 28 days
after receipt of the notification of the sum payable,
including the first year's annual subscription, or
appropriate portion thereof.
4.8 The Secretary shall, upon payment of the amounts
referred to in sub-clause (6) within the period referred to
in that sub-clause, enter the applicant's name in the
register of members and, upon the name being so entered,
the applicant becomes a member of the Institute.
4.9 A right, privilege, or obligation of a person by reason
of membership of the Institute:
(a) cannot be transferred or transmitted to another person;
(b) terminates upon the cessation of membership whether by
death or resignation or
otherwise.
4.10 CERTIFICATES
An applicant, upon election as an Ordinary Member or
Corporate Member, shall be issued with the appropriate
certificate which may be retained as long as the person
remains a Member. Upon elevation to the status of Fellow,
or appointment as an Honorary Fellow, the appropriate
certificate is automatically issued and retained as above.
Certificates are not issued to Affiliates or to Honorary
Members.
5. ANNUAL SUBSCRIPTION
5.1 Annual Subscriptions shall be an amount to be
determined from time to time by Council, for all levels of
membership.
Subscriptions for Corporate Members shall be four times the
rate for Ordinary Members per annum. The determination of
Council shall be made known before the next General Meeting
of the Institute so that the determination may be ratified
by the membership. In the event that ratification not be
obtained, the determination shall be returned to Council
for further consideration. Should the determination be
re-submitted at a further Meeting and again fail to obtain
ratification, this determination shall be abandoned
forthwith.
5.2 The first subscription shall become due on election and
thereafter on the first day of July in each year, excepting
only where a member is elected after the thirty-first of
January in any year, when the first subscription shall be
half the annual subscription.
6. REGISTER OF MEMBERS
The Secretary shall keep and maintain a register of members
in which shall be entered the full name, address and date
of entry of the name of each member and the register shall
be available for inspection by members at the address of
the Public Officer.
7. RESIGNATION OR EXPULSION OF MEMBERS
7.1.1 A member of the Institute who has paid all moneys due
and payable by that member to the Institute may resign from
the Institute by first giving one month's notice in writing
to the Secretary of the intention to resign and upon the
expiration of that period of notice, the member shall cease
to be a member.
7.1.2 Upon the expiration of a notice given under
sub-clause (1), the Secretary shall make in the register of
members an entry recording the date on which the member by
whom the notice was given, ceased to be a member.
7.2 Subject to these rules, the Council may by resolution:
(a) expel a member from the Institute;
(b) suspend a member from membership of the Institute for a
specified period.
7.3 A resolution of the Council under sub-clause 7.2:
does not take effect unless the Council, at a meeting held
not earlier than 14 and not later than 28 days after the
service on the member of a notice under sub-clause 7.4.1
confirms the resolution in accordance with this clause.
7.4.1 Where the Council passes a resolution under
sub-clause 7.2, the Secretary shall, as soon as
practicable, cause to be served on the member a notice in
writing:
(a) setting out the resolution of the Council and the
grounds on which it is based;
(b) stating that the member may address the Council at a
meeting to be held not earlier than 14 and not later than
28 days after service of the notice;
(c) stating the date, place and time of that meeting,
(d) informing the member of the following options :
(i) attend that meeting;
(ii) give to the Council before the date of that meeting a
written statement seeking the revocation of the resolution;
(iii) not later than 24 hours before the date of the
meeting, lodge with the Secretary a notice of intention to
appeal to the Institute in General Meeting against the
resolution.
7.4.2 Where the member exercises a right of appeal to the
Institute, this clause does not take effect unless the
Institute confirms the resolution in accordance with this
clause.
7.5 At a meeting of the Council held in accordance with
sub-clause 7.3, the Council:--
(a) shall give to the member an opportunity to be heard,
(b) shall give due consideration to any written statement
submitted by the member; and
(c) shall by resolution determine whether to confirm or to
revoke the resolution.
7.6 Where the Secretary receives a notice under sub-clause
7.4.1, the Secretary shall notify the Council and the
Council shall convene a Special General Meeting of the
Institute to be held within 21 days after the date on which
the Secretary received the notice.
7.7 At a Special General Meeting of the Institute convened
under sub-clause 7.6:
(a) no business other than the question of the appeal shall
be transacted;
(b) the Council may place before the meeting details of the
grounds for the resolution and the reasons for the passing
of the resolution;
(c) the member shall be given an opportunity to be heard;
and
(d) the members present shall vote by secret ballot on the
question of whether the resolution should be confirmed or
revoked.
7.8 If at the Special General Meeting:
(a) two-thirds of the members vote in person or by proxy in
favour of the confirmation of the resolution, the
resolution is confirmed; and
(b) in any other case, the resolution is revoked.
7.9 Any member whose subscription is twelve months in
arrears shall be deemed to have forfeited any claim to
membership, and that person's name may be removed from the
Register by order of Council, and the return of all
certificates shall be demanded.
8. ANNUAL GENERAL MEETING
8.1 The Institute shall in June each calendar year convene
an Annual General Meeting of its members.
8.2 The Annual General Meeting shall be held on such day as
the Council determines.
8.3 The Annual General Meeting shall be specified as such
in the notice convening it.
8.4 The ordinary business of the Annual General Meeting
shall be:
(a) to confirm the minutes of the last preceding Annual
General Meeting and of any Special General Meeting held
since that meeting:
(b) to receive from the Council reports upon the
transactions of the Institute during the last preceding
financial year;
(c) in alternate years to elect officers of the Institute
and the ordinary members of the Council; and
(d) to receive and consider the statement submitted by the
Institute in accordance with section 30(3) of the Act.
8.5 The Annual General Meeting may transact special
business of which notice is given in accordance with these
rules.
8.6 The Annual General Meeting shall be in addition to any
other General Meetings that maybe held in the same year.
8.7 The President shall deliver an address to the Institute
at the Annual General Meeting.
9. SPECIAL GENERAL MEETING
9.1 All meetings other than General Meetings and the Annual
General Meeting shall be called Special General Meetings.
9.2 The Council may, whenever it think fit, convene a
Special General Meeting of the Institute and, where, but
for this sub-clause, more than 15 months would lapse
between Annual General Meetings, shall convene a Special
General Meeting before the expiration of that period.
9.3 The Council shall, on the requisition in writing of
members representing not less than 5% of the total number
of members, convene a Special General Meeting of the
Institute.
9.4 The requisition for a Special General Meeting shall
state the objects of the meeting and shall be signed by the
members making the requisition and be sent to the address
of the Secretary and may consist of several documents in a
like form, each signed by one or more of the members making
the requisition.
9.5 If the Council does not cause a Special General Meeting
to be held within one month after the date on which the
requisition is sent to the address of the Secretary, the
members making the requisition, or any of them, may convene
a Special General Meeting to be held not later than 3
months after that date.
9.6 A Special General Meeting convened by members in
pursuance of these rules shall be convened in the same
manner as nearly as possible as that in which those
meetings are convened by the Council and all reasonable
expenses incurred in convening the meeting shall be
refunded by the Institute to the persons incurring the
expenses.
9.7 Amendments to the constitution may be carried only at a
Special General Meeting called in accordance with
Associations Incorporation Act 1981.
10. NOTICE OF MEETINGS
10.1 The Secretary of the Institute shall, at least 14 days
before the date fixed for holding a General Meeting of the
Institute, cause to be sent to each member of the Institute
at the address appearing in the register of members, a
notice by pre-paid post stating the place, date and time of
the meeting and the nature of the business to be transacted
at the meeting.
10.2 No business other than that set out in the notice
convening the meeting shall be transacted at the meeting.
10.3 A member desiring to bring any business before a
meeting may give notice of that business in writing to the
secretary, who shall include that business in the notice
calling the next General Meeting after the receipt of the
notice.
11. PROCEEDINGS AT MEETINGS
11.1 All business that is transacted at a Special General
Meeting and all business that is transacted at the Annual
General Meeting with the exception of that specially
referred to in these rules as being the ordinary business
of the Annual General Meeting shall be deemed to be special
business.
11.2 No item of business shall be transacted at a General
Meeting unless a quorum of members entitled under these
rules to vote is present during the time when the meeting
is considering that item.
11.3 Five members personally present (being members
entitled under these rules to vote at a General Meeting)
constitute a quorum for the transaction of the business of
a General Meeting.
11.4 If within half an hour after the appointed time for
the commencement of a General Meeting, a quorum is not
present, the meeting if convened upon the requisition of
members shall be dissolved and in any other case shall
stand adjourned to the same day in the next week at the
same time and (unless another place is specified by the
Chairman at the time of the adjournment or by written
notice to members given before the day to which the meeting
is adjourned) at the same place and if at the adjourned
meeting the quorum is not present within half an hour after
the time appointed for the commencement of the meeting, the
members present (being not less than 3) shall be a quorum.
11.5 The President, or if absent, the Vice-President or
Immediate Past President, shall preside as Chair at each
General Meeting of the Institute.
If the President, Vice-President or Immediate Past
President are absent from a General Meeting, the members
present shall elect one of their number to preside as Chair
at the meeting.
11.6 The Chair of a General Meeting at which a quorum is
present may, with the consent of the meeting, adjourn the
meeting from time to time and place to place, but no
business shall be transacted at an adjourned meeting other
than the business left unfinished at the meeting at which
the adjournment took place.
11.7 Where a meeting is adjourned for 14 days or more, a
like notice of the adjourned meeting shall be given as in
the case of the General Meeting.
11.8 Except as provided in sub-clauses (11.1) and (11.2),
it is not necessary to give notice of an adjournment or of
the business to be transacted at an adjourned meeting.
11.9 A question arising at a General Meeting of the
Institute shall be determined on a show of hands and unless
before or on the declaration of the show of hands a poll is
demanded, a declaration by the Chair that a resolution has,
on a show of hands, been carried or carried unanimously or
carried by a particular majority or lost, and an entry to
that effect in the Minute Book of the Institute is evidence
of the fact, without proof of the number or proportion of
the votes recorded in favour of, or against, that
resolution.
11.10 Upon any question arising at a General Meeting of the
Institute, a member has one vote only.
11.11 All votes shall be given personally or by proxy.
11.12 In the case of an equality of voting on a question,
the Chair of the meeting is entitled to exercise a second
or casting vote.
11.13 If at a meeting a poll on any question is demanded by
not less than 3 members, it shall be taken at that meeting
in such manner as the Chair may direct and the resolution
of the poll shall be deemed to be a resolution of the
meeting on that question.
11.14 A poll that is demanded on the election of a Chair or
on a question of an adjournment shall be taken forthwith
and a poll that is demanded on any other question shall be
taken at such time before the close of the meeting as the
Chair may direct.
11.15 A member is not entitled to vote at any General
Meeting unless all moneys due and payable by the member to
the Institute have been paid, other than the amount of the
annual subscription payable in respect of the current
financial year.
11.16 Each member shall be entitled to appoint another
member as proxy by notice given to the Secretary no later
than 24 hours before the time of the meeting in respect of
which the proxy is appointed.
11.17 The notice appointing the proxy shall be in the form
set out in Appendix 2.
12. COUNCIL OF MANAGEMENT
12.1 The affairs of the Institute shall be managed by a
Council of Management constituted as provided in Rule 12.4.
12.2 The Council:
(a) shall control and manage the business and affairs of
the Institute;
- may, subject to these rules, the regulations and the Act, exercise all such powers and functions as may be exercised by the Institute other than those powers and functions that are required by these rules to be exercised by General Meetings of the members of the Institute and
12.3 Subject to section 14 of the Act, the Council shall consist of:
(a) the Officers of the Institute; and
(b) four members - each of whom shall be elected at the Annual General Meeting of the Institute every two years.
12.4 The officers of the Institute shall be:
(a) a President;
(b) a Vice-President;
(c) a Treasurer;
(d) a Secretary: and
(e) the Immediate Past President
12.5 The provisions of Rule 14 so far as they are applicable and with the necessary modifications, apply to and in relation to the election of persons to any of the offices mentioned in sub-clause (1).
12.6 Each Officer of the Institute shall hold office until the Annual General Meeting 2 years after the date of election and is eligible for re-election, with the exception of the President.
12.7 In the event of a casual vacancy in any office referred to in subclause (1), the Council may appoint one of its members to the vacant office and the member so appointed may continue in office up to and including the conclusion of the Annual General Meeting next following the date of appointment.
12.8 Any President who has held the office shall not be eligible for re-election as President until the expiration of two years from the termination of tenure of office. At the termination of tenure of office, the President becomes the Immediate Past President.
12.9 Each member of Council shall, subject to these rules, hold office until the next Council election.
12.10 In the event of a casual vacancy occurring in the office of a member of the Council, the Council may appoint a member of the Institute to fill the vacancy and the member so appointed shall hold office, subject to these rules, until the next Council election.
13. ELECTORAL PROCEDURE
At an Annual General Meeting, the election of the Council of the Institute shall be conducted by a Returning Officer who shall be elected at a General Meeting.
The Returning Officer's duties shall be:
(a) to circularize financial members with a form showing the offices open for election and for nominations for same.
(b) upon receipt of nominations, (the closing date shall be 14 days prior to the Annual General Meeting) to draw up a suitable ballot paper upon which the candidates for each office shall be arranged in alphabetical order.
(c) to count the votes, and declare the result at the Annual General Meeting, when called upon to do so by the Chair. (The Returning Officer shall call for two scrutineers from amongst the financial members present).
14. ELECTION OF OFFICERS AND VACANCY
14.1 Nominations of candidates for election as Officers of the Institute or as members
of the Council:
(a) shall be made in writing, signed by two members of the Institute and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination);
and
(b) shall be delivered to the Returning Officer of the Institute not less than 7 days before the date fixed for the Institute holding of the Annual General Meeting.
14.2 If insufficient nominations are received to fill all vacancies on Council, the candidates nominated shall be deemed to be elected and further nominations shall be received at the Annual General Meeting.
14.3 If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated shall be deemed to be elected.
14.4 If the number of nominations exceeds the number of vacancies to be filled, a ballot shall be held.
14.5 The ballot for the election of Officers and members of the Council shall be conducted at the Annual General Meeting in such usual and proper manner as the Council may direct.
14.6 A nomination of a candidate for election under this clause is not valid if that candidate has been elected to another office at the same election.
14.7 For the purposes of these rules, the office of an Officer of the Institute or of a member of the Council becomes vacant if the Officer or member:
(a) ceases to be a member of the Institute.
(b) becomes an insolvent under administration within the meaning of the Companies (Victoria) Code; or
- resigns office by notice in writing given to the Secretary.
15.1 The Council shall meet at least 3 times in each year at such place and such times as Council may determine.
15.2 Special meetings of the Council may be convened by the President or by any 4 of the members of Council.
15.3 Notice shall be given to members of the Council of any special meeting specifying the general nature of the business to be transacted and no other business shall be transacted at such a meeting.
15.4 Any 4 members of the Council constitute a quorum for the transaction of the business of a meeting of the Council.
15.5 No business shall be transacted unless a quorum is present and if within half an hour of the time appointed for the meeting a quorum is not present the meeting shall stand adjourned to the same place and at the same hour of the same day in the following week unless the meeting was a special meeting in which case it lapses.
15.6 At meetings of Council
(a) the President, or if absent, the Vice-President, or if absent the Immediate Past President, shall preside, or
(b) if the President, the Vice-President and the Immediate Past President are absent, such one of the remaining members of Council as chosen by the members present shall preside.
15.7 Questions arising at a meeting of the Council or of any sub-committee appointed by Council shall be determined on a show of hands or, if demanded by a member, by a poll taken in such manner as the person presiding at the meeting may determine.
15.8 Each member present at a meeting of Council or of any sub-committee appointed by Council (including the person presiding at the meeting) is entitled to one vote and, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.
15.9 Notice of each Council meeting shall be given to each member of Council at a reasonable time before the meeting.
15.10 Subject to sub-clause (4) the Council may act notwithstanding any vacancy on the Council.
16. THE PRESIDENT
It shall be the duty of the President to preside at meetings of the Council, and at General, Annual General and Special General Meetings, to regulate the proceedings and to carry out other duties as directed by Council.
17. VICE PRESIDENT
It shall be the duty of the Vice-President to preside at meetings from which the President is absent. Any Vice-President who has filled the office for four successive years shall not be eligible for re-election until the expiration of two years from the termination of tenure of office. In the event of the death or resignation of the President, the Vice-President shall become President for the remainder of that term.
18. THE IMMEDIATE PAST PRESIDENT
It shall be the duty of the Immediate Past President to preside at meetings from which both the President and Vice-President are absent and to attend Council meetings.
19. THE SECRETARY
The Secretary's duties shall be to attend meetings of the Institute and Council, to take minutes of the proceedings and record these in an official minute book, to conduct the correspondence of the Institute to read the papers to the Institute if requested by Council to do so, and to discharge such other duties as Council may direct.
20. TREASURER
20.1 The Treasurer of the Institute:
(a) shall collect and receive all moneys due to the Institute and make all payments authorized by the Institute; and
(b) shall keep correct accounts and books showing the financial affairs of the Institute with full details of all receipts and expenditure connected with the activities of the Institute.
20.2 The accounts and books referred to in sub-clause 20.1(b) shall be available for inspection by members.
21. REMOVAL OF MEMBER OF COUNCIL
21.1 The Institute in General Meeting may by resolution remove any member of Council before the expiration of that member's term of office and appoint another member to hold office until the expiration of the term of the first-mentioned member.
21.2 Where the member to whom a proposed resolution referred to in sub-clause (1) makes representations in writing to the Secretary or President of the Institute (not exceeding a reasonable length) and requests that they be notified to the members of the Institute, the Secretary or the President may send a copy of the representations to each member of the Institute or, if they are not so sent, the member may require that they be read out at the meeting.
22. FINANCE
22.1 Banking transactions shall be conducted through a trading account shall bear the signature of any two of the following officers : the President, the Treasurer, or the Secretary.
22.2 Disbursements: All cheques drawing upon the above account shall bear the signature of any two of the following officers: the President, the Treasurer, or the Secretary.
22.3 Audit: An Auditor shall be appointed by Council, and shall complete his audit of the Institute's accounts seven days prior to the Annual General Meeting.
22.4 The income and property of the Institute whencesoever derived, shall be applied solely towards the promotion of the objects of the Institute, and no portion thereof shall be paid or transferred directly or indirectly, by way of dividends, bonus or otherwise howsoever by way of profit or gain to the individual members of the Institute. Provided that nothing herein shall prevent the payment in good faith, of reasonable and proper remuneration to any officer or servant or to any member of the Institute in return for any services actually rendered to the Institute nor prevent the payment for out of pocket expenses, interest on money lent or reasonable and proper rent for premises demised or let by any officer or servant of the Institute or member of the Institute.
23. SEAL
23.1 The Common Seal of the Institute shall be kept in the custody of the Secretary.
23.2 The Common Seal shall not be affixed to any instrument except by the authority of Council and the affixing of the Common Seal shall be attested by the signatures either of two members of the Council or of one member of the Council and of the Public Officer of the Institute.
24. ALTERATION OF RULES AND OBJECTIVES OF THE INSTITUTE
These rules and the statement of purposes of the Institute shall not be altered except in accordance with the Association Incorporation Act 1981, which requires a minimum of 21 days notice to members and a minimum of 75% majority to pass.
25. NOTICES
25.1 A notice may be served by or on behalf of the Institute upon any member either personally or by sending it by post to the member at the address shown in the Register of Members.
25.2 Where a document is properly addressed pre-paid and posted to a person as a letter, the document shall, unless the contrary is proved, be deemed to have been given to the person at the time at which the letter would have been delivered in the ordinary course of post.
26. WINDING UP OR CANCELLATION
In the event of the winding up or the cancellation of the Incorporation of the Institute, the assets of the Institute shall within the provisions of the Act Section 35 (1) be donated to a learned or kindred body deemed suitable by Council.
27. CUSTODY OF RECORDS
Except as otherwise provided in these Rules, the Secretary shall keep custody or control all books, documents and securities of the Institute and these shall be available for inspection on members' request.
28. FUNDS
The funds of the Institute shall be derived from entrance fees, annual subscriptions, donations and such other sources as Council determines.