Constitution

TABLE of CONTENTS

1 Vision

2 Mission

3 Organisation Arrangements

4 Federation Of Indian Communities Of Qld Inc.

5 The Organisation

6 Registered Address

7 Definitions And Interpretation

8 Membership

8.1 Eligibility

8.2 Application For Membership

8.3 Subscription

8.4 Register Of Members

8.5 Resignation Of A Member

8.6 Termination Of Membership

8.7 Expulsion

8.8 Autonomy Of Member Organisations

9 Funds

10 Powers Of The Federation

11 The Governing Council

11.1 Composition

11.2 Powers And Duties

11.3 Meetings

12 Executive Committee

12.1 Composition

12.2 Term Of Office

12.3 Powers And Duties

12.4 Meetings

13 Sub-Committees

14 Duties Of Office Bearers

14.1 The President

14.2 Vice-President

14.3 The Secretary

14.4 The Treasurer

15 Auditor

16 Patrons

17 Annual General Meetings

18 Special General Meetings

19 Common Seal

20 Notice

21 Indemnity

22 Alteration Of Rules And Statement Of Purposes

23 By-Laws

24 Organisational Category

25 Dissolution

1       VISION

To be the apex body representing all the Indian communities of Queensland to further cultural, educational, social and economic interests of its members.

2       MISSION

 Develop and deliver education, training and community development opportunities for the members of the Indian communities in Queensland.  This will encompass the following:

2.1    establishing the educational foundation for the teaching of Indian culture, languages, traditions and other related subjects not taught in current school curricula;

2.2    building facilities to further the education, training and development of the community;

2.2    representing the Indian communities on cultural, multicultural and social issues at the local, state, federal and international levels;

2.3    gathering information and wherever possible and appropriate, coordinating the activities of kindred organisations in Brisbane, Queensland and Australia;

2.4    keeping the Indian communities informed of the current affairs affecting them;

2.5    refraining from alignment with any political, religious and affiliated groups by maintaining a non-partisan neutral position;

2.6    holding property and assets in trust for the benefit of the community;

2.7    refraining from interfering with the running of the individual member organisations in their own right.

3       ORGANISATION ARRANGEMENTS

3.1    Establish a fully incorporated Federation of Indian Communities of Queensland (hereafter called ‘Federation’ or ‘FICQ’).

3.2    Establish the federation in order to develop and promote ownership of a constitution that more fully meets the needs of the Indian communities of Qld.

3.3    Establish a governing council and the governing council of the apex body of the Indian communities of Queensland. The federation shall be made up of one vote per participating club.

4       FEDERATION OF INDIAN COMMUNITIES OF QLD INC.

4.1    Membership to the Federation is open to all organisations who identify with India or who are of Indian sub-continent origin that are constitutionally structured and incorporated.

4.2    Each member organisation will be entitled to one vote in the Federation irrespective of their total membership numbers. The President of each member organisation or his/her nominee will represent his/her organisation.

4.3    Each member organisation will be levied an annual fee, set by the governing council from time to time. Failure to pay the annual fee will lead to automatic suspension from Federation membership.

4.4    Seven office bearers are to be elected by the governing council. These include the President, two vice-presidents, two Secretaries, Treasurer, and Public Relations Officer.

4.5    The office bearers are usually from the members of the Federation. Under unusual circumstances, Federation members may invite any individual from the Indian diaspora to holda non-executive position.

4.6    The term of appointment of office bearers will be 2 years with eligibility for re-election.

4.7    Any office bearer may resign from his/her position by formally notifying the governing council at least one month beforehand.

4.8    Any office bearer can be removed from his/her position if 75% of the governing council members support a no confidence motion against him/her.

4.9    All office bearers are honorary appointments and no entitlements are attached to the positions.

4.10 All funds are to be held in a trust account and require the signature of the Treasurer and one other office bearers for withdrawals. All accounts are to be formally audited by a registered accountant at the end of the financial year.

4.11 Quorum for any executive committee meeting shall be at least 50% of the executive committee.

4.12 Quorum for any General Meeting shall be 50% of total governing council membership.

5       THE ORGANISATION

 5.1    The name of the organisation shall be Federation of Indian Communities of Queensland incorporated (hereinafter referred to as the “Federation”).

5.2    The Federation is an association of organisations from   within Queensland.

6       REGISTERED ADDRESS

The registered address of the Federation shall be the address of one of the current  Secretaries or such other office as the General Council may determine.

7      DEFINITIONS AND INTERPRETATION

In these Rules, unless the contrary intention applies, the following words and expressions shall have the meanings respectively set after them:

7.1    Member shall mean a fully incorporated Association which has been admitted to membership of the Federation.

7.2    Governing Council shall mean the controlling authority, as defined in Rule 11 to 11.3.11 inclusive.

7.3    Executive Committee shall mean the committee of management comprising of the President, 2Vice-Presidents, two Secretaries, Treasurer, and Public Relations Officer.

7.4    Financial Year of the Federation shall be from 1 July of one year to 30 June of the succeeding year.

8       MEMBERSHIP

8.1    Eligibility

Membership is open for all community organisations or associations interested in mutual learning, understanding and supporting of the Indian culture, tradition and socialisation.  An incorporated or registered organisation or association will be eligible for the membership.  In addition, a business council will also be eligible for the membership.  All these membership will have voting rights.

All membership needs the approval by the Executives and the governing council of FICQ.

8.2    Application for Membership

8.2.1 Application for membership shall be in writing and in the form as set out in clause 26 “Appendix 1″and addressed to the Secretary. The application shall be accompanied by a copy of the registration certificate of the organisation, a list of the office-bearers of the applicant organisation, the appropriate joining fee and annual subscription. Each applicant shall agree to specifically abide by the rules of the Federation of Indian Communities of Queensland as stipulated in the articles of association.

8.2.2 The Secretary shall include on the agenda of the next council meeting after the date of receipt of the application for General Council consideration all applications for membership.

8.2.3 The Governing Council by a simple majority vote shall admit applications to membership.

8.3    Subscription

8.3.1 The annual subscription shall be payable no later than two calendar months following the Annual General Meeting and be such sum or sums as may from time to time be determined by the Governing Council and shall be non-refundable. While the membership fee is due, the member is not eligible to perform any official duties such as nominating and voting in any election or decision making.  Any new members approved by the Governing Council at least 2 months prior to the election will only be eligible to be nominated or nominate others for any position or participate in voting at an AGM.

8.3.2 On payment of the annual subscription an organisation shall be deemed a member for the period beginning on the first day of July and ending on the thirtieth day of June the following year.

8.4    Register of Members

The Secretary shall keep and maintain a register of Members in which shall be entered the full name, the date of entry and date of resignation of each member. The register shall be available for inspection by members at the registered address of the association.

8.5    Resignation of a Member

8.5.1. A member of the Federation who has paid all monies due and payable may resign from the Federation by giving notice in writing to the Secretary. Upon the expiration of any period specified in the notice, that member shall cease to be a member or where no period is specified, then the Member shall cease to be a member seven days after receipt of the notice.

8.5.2 Upon expiration of notice given under sub-clause 8.5.1. Secretary shall make an entry in the Register of Members recording the date on which that Member ceased to be a member.

8.6    Termination of Membership

The membership of a member shall cease on:

Dissolution of a member organisation; non-payment of subscription within the time limit as specified in Rule 8.3.1 and after a written demand for payment.

8.7    Expulsion

A member may be expelled from the Federation if in the opinion of the Governing Council the conduct of the Member is prejudicial to the interests of the Federation or such conduct is unbecoming PROVIDED THAT

8.7.1    Such expulsion shall not be valid unless it is approved by a majority of two-thirds of the Members of the Federation of governing council present and voting in a secret ballot at a special Governing Council Meeting convened for that purpose.

8.7.2    The written notice of such a meeting shall be sent to each member at least 21 days prior to the meeting

8.7.3    At such meeting the member shall be entitled to be heard.

8.8    Autonomy of Member Organisations

A member organisation shall retain the right to independent management of its affairs in accordance with its own constitution or rules.

9       FUNDS

9.1    The Federation’s source of funds shall be:

9.1.1    Joining Fees and subscriptions from member organisations as determined from time to time by the Governing Council.

9.1.2    Donations, endowments, subsidies, grants and such other sources as may be determined by the Governing Council.

9.2    All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by two members of the executive committee one of whom shall be the Treasurer.

10     POWERS OF THE FEDERATION

10.1 To buy, sell and deal in all kinds of articles, commodities and provisions, both liquid and solid, for the members of the Federation or persons frequenting the Federation’s premises.

10.2 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 purpose of, or capable of being conveniently used in connection with, any of the objectives of the Federation. Provided that in case the Federation shall take or hold any property which may be subject to any trusts the Federation shall only deal with the same in such manner as is allowed by law having regard to such trusts.

10.3 To enter into any arrangements with any Government or Authority that are incidental or conducive to the attainment of the objectives and the exercise of the powers of the Federation to obtain from any such Government or Authority any rights, privileges and concessions which the Federation may think it desirable to obtain; and to carry out, exercise and comply with any such arrangements, rights, privileges and concessions.

10.4 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 Federation.

10.5 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 Federation 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.

To establish a gift fund, the Federation of Indian Communities of Queensland Educational Building Fund, in accordance with the requirements of the Australian taxation law for Deductible Gift Recipients, for the purposes of receiving gifts and donations for the building of a school and educational facility.

10.6 To invest and deal with money of the Federation not immediately required in such manner as may from time to time be thought fit.

10.7 To take, or otherwise acquire, and hold shares, debentures or other securities of any company or body corporate.

10.8 To lend or advance money either alone or jointly with any other person or body corporate; to guarantee or 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.

10.9 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 incorporated Federation’s property or assets present or future and to purchase, redeem or pay off any such securities.

10.10 To draw, make, accept, discount, execute and issue promissory notes, bills of exchange, bills of lading and other negotiable or transferable instruments.

10.11 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 Federation.

10.12 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 Federation property of whatsoever kind sold by the Federation, or any money due to the Federation from purchasers and others.

10.13 To take any gift of property whether subject to any special trust or not, for any one or more of the objectives of the Federation but subject always to the proviso in paragraph 10.2.

10.14 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 Federation in the shape of donations, annual subscriptions or otherwise.

10.15 To print and publish any newspapers, periodicals, books or leaflets that the Federation may think desirable for the promotion of its objectives.

10.16 To amalgamate with any one or more incorporated associations, having objectives altogether or in part similar to those of the Federation 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 Federation under or by virtue of the rules.

10.17 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 Federation is authorised to amalgamate.

10.18 To transfer all or any part of the property, assets, liabilities and engagements of the Federation to any one or more of the incorporated associations with which the Federation is authorised to amalgamate.

10.19 To make donations for patriotic, charitable or community purposes.

10.20 To do all such things as are incidental or conducive to the attainment of the objectives and the exercise of the powers of the Federation.

11     THE GOVERNING COUNCIL

11.1 Composition

The Governing Council shall consist of:

11.1.1 One delegate from each member organisation who shall be entitled to have one vote only;

11.1.2 The immediate past President, but who shall have no vote

11.1.3 The president who shall have a casting vote in the event of a tied vote.

11.2 Powers and Duties

The Governing Council shall determine the policies and principles upon which the affairs  of this Federation shall be conducted, including those functions performed on its behalf by the Executive Committee described in Rule 12 as well as those listed below:

11.2.1 To develop policies that are consistent with the purposes set out in Rules 8 and 10;

11.2.2 To admit new member organisations in accordance with Rule 8;

11.2.3 To elect members of the executive committee, and to elect non-executive members who may not necessarily be members of the Governing Council;

11.2.4 To elect representatives to Associations with which the Federation is affiliated.

11.2.5 To appoint an auditor in accordance with Rule 15;

11.2.6 To receive and approve reports of the executive committee and sub-committees;

11.2.7 To approve the budget for the following financial year as prepared by the executive committee;

11.2.8 To amend the rules as necessary in accordance with Rule 22;

11.2.9 To vote on the dissolution of the Federation;

11.2.10 To decide on all matters affecting the Federation which are not within the purview of the executive committee

11.3 Meetings

11.3.1 The Governing Council shall meet at least four times a year, one of which will be the annual general meeting;

11.3.2 Quorum at meetings including any adjournments thereof, shall be 50% of the member organisations.

11.3.3 All business that is transacted as a special Governing Council 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 ordinary business of the annual general meeting shall be deemed to be special business.

11.3.4 No item of business shall be transacted at a Governing Council meeting unless a quorum of members entitled under these Rules to vote is present during the time when the meeting is considering the item.

11.3.5 If within thirty minutes after the appointed time for the commencement of the 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 give 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 thirty minutes after the time appointed for the commencement of the meeting, the members present shall be a quorum.

11.3.6 The meeting shall be chaired by the President and in his absence one of the Vice Presidents. Should the President and Vice Presidents be absent, the Chairman for that meeting shall be elected by a simple vote of members present.

11.3.7 All motions put to the meeting of the Governing Council shall be decided upon by a simple majority of votes unless otherwise required by the Rules. The Chairman of the meeting shall have a casting vote as distinct from his or her ordinary vote in the event of equality of voting.

11.3.8 All votes shall be given personally or by proxy.

11.3.9 Votes shall be counted by a show of hands unless the meeting decides by a simple majority to vote by secret ballot.

11.3.10 All members shall be financial members or they cannot participate in the Governing Council (or be elected to the executive committee).

11.3.11 The Governing Council shall have the right to expel a delegate from the meeting if in its opinion, the conduct of the delegate is prejudicial to the interests of the Federation. Such decision shall be made by a two thirds majority vote.

12     EXECUTIVE COMMITTEE

12.1 Composition

12.1.1 The affairs of the Federation shall be managed by an Executive Committee which shall comprise of the President, two Vice-Presidents, two Secretaries,Treasurer and Public Relations Officer in accordance with rule 13.

12.1.2 The Executive Committee shall have the power to appoint paid assistants with the approval of the Governing Council first having being sought and obtained.

12.1.3 Members of the Executive Committee shall not hold paid office of the Federation.

12.1.4 Any Executive Committee member resigning shall do so in writing. In the event of a casual vacancy occurring in the Executive Committee, such vacancy may be filled by the Governing Council by co-opting a member of the Governing Council until the annual general meeting. If the office of President becomes vacant the Governing Council shall appoint/elect a replacement.

12.2 Term of Office

The Executive Committee members shall hold office for a period of two years, save as provided hereunder:

12.2.1 The President, twoVice-Presidents, two Secretaries,Treasurer and Public Relations Officer shall be elected once every two years by a majority vote of the members present at the annual general meeting.

12.3 Powers and Duties

The executive committee shall:

12.3.1 Manage the activities of the Federation;

12.3.2 Convene meetings of, and report to, the Governing Council;

12.3.3 Administer the funds of the Federation;

12.3.4 Receive applications for membership and make recommendations to the Governing Council;

12.3.5 Appoint sub-committees or task forces as may be necessary.

12.4 Meetings:  The committee shall meet at least once every month;

12.4.1 Resolution shall be carried by a simple majority of votes. The Chairman shall have a casting vote as distinct from his/her ordinary vote, in case of equality;

12.4.2 Votes shall be counted by a show of hands, unless the meeting decides by a simple majority to vote by secret ballot;

12.4.3 Any executive committee member who fails to attend three consecutive meetings without an acceptable reason shall be disqualified from participation in the executive committee.

13     SUB-COMMITTEES

13.1 The Governing Council may from time to time and consistent with the purposes of the Federation establish and maintain such sub-committees as are appropriate for the effective conduct and development of specified programs and activities.

13.2 The provisions relating to the establishment, conduct and functions of such sub-committees shall be as follows:

13.3 a sub-committee may be established for a period not exceeding one calendar year at any General Meeting of the council for the purpose of fulfilling specified purposes;

13.4 the establishment of such sub-committee may be initiated by either the Executive committee or the Council;

13.5 any such sub-committee shall comprise no less than three members elected by the Council;

13.6 any such sub-committee shall have the power to co-opt members with the approval of the Council;

13.7 each sub-committee shall elect its own chairperson who shall be a member of the Council;

13.8 the role, duties, and conduct of sub-committees shall be vested in the Executive Committee;

13.9 Any casual vacancies that may occur may be filled by the sub-committee with the approval of Council and any person so co-opted shall hold office until the expiration of the term for which his/her predecessor was elected.

 14     DUTIES OF OFFICE BEARERS

14.1      The President

The President shall:

14.1.1      Be responsible for the welfare and dignity of the Federation, the maintenance of harmony amongst its members and the strict observance by all members of the rules, regulations and procedures according to the FICQ constitution

14.1.2      Direct the Executive Committee towards obtaining funds, grants and other revenue

14.1.3      Call for meetings through Secretary as and when necessary, set agenda, chair all meetings of the Federation, including the General Council and the Executive Committee, and bring the meeting to consensus

14.1.4      Act as the spokesperson for the Federation

14.1.5      Oversee Committee members to discharge their duty – allocate workload

14.1.6      Liaise with Community members and Government to promote FICQ

14.1.7      Oversee accounts, authorise payments as and when due

14.1.8      Oversee membership and database, website and yearly event calendar

14.1.9      Prepare Community notes – announcements

14.1.10  Liaise with Secretary fully to ensure all decisions and meeting notes are noted and maintained

14.1.11  Consider various suggestions and opportunities from the Committee, membership and the wider community, and respond as required

14.2          Vice-Presidents  

The vice-presidents shall:

14.2.1      Assume the aforementioned duties and responsibilities in the absence of or on the resignation of the president;

14.2.2      Assume any other duties and responsibilities as may be determined by the Governing Council

14.2.3      Assist Committee members to discharge their duty and community members to resolve issues

14.2.4      Assist in preparation of accounts, authorise payments as and when due

14.2.5      Assist in maintaining membership database, collection of subscriptions, or any other charges

14.2.6      Assist in developing website and yearly event calendar

14.2.7      Assist in preparing Community notes and announcements

14.2.8      Assist in calling meetings as and when necessary – liaise with Secretary

14.2.9      Assist in sourcing innovative ways to raise funds

14.2.10  Assist in managing  cultural activities of the Federation

14.2.11  Receive various comments and suggestions from the membership and prepare response for the President’s final approval.

14.3          The Secretaries 

The Secretaries shall:

14.3.1      Keep and record in the book or books provided for that purpose the minutes of the proceedings, motions moved and resolutions of the General Council and Executive Committee meetings, together with the names of the persons present at such meetings

14.3.2      Issue notices of meetings as prescribed  as and when necessary, send out emails with agendas

14.3.3      Conduct correspondence and implement the decisions of the General Council and Executive Committee meetings

14.3.4      Keep in safe custody the files, common seal, securities and other records and documents of the Federation

14.3.5      Co-ordinate and submit for approval of the Executive Committee, the Annual Report for presentation to the Annual General Meeting

14.3.6      Maintain a register of members, assist in developing website, and preparing yearly event calendar. The register shall be open to inspection by members at all meetings

14.3.7      Maintain Post Office Box, check mail and distribute as required for action

14.3.8      Assist in preparing Community notes – announcements and distributing the same

14.3.9      Assist in sourcing innovative ways to raise funds and manage cultural activities

14.3.10  Assist in responding to various comments and suggestions from the membership and prepare response for the President’s final approval

14.3.11  Assume any other duties and responsibilities as may be determined by the General Council or Executive Committee.

14.4      The Treasurer 

The Treasurer shall:

14.4.1      Collect and receive all moneys due to the Federation and make all payments authorised by the Federation. Invite membership renewal – either by letter, email, etc

14.4.2      Keep correct accounts and books showing the financial affairs of the Federation with full details of all receipts and expenditure connected with the activities of the Federation

14.4.3      Prepare annual financial statements for external after audit, present them to the General Council for adoption at the Annual General Meeting, and circulate a copy to each member organisation

14.4.4      Make available for inspection by members, the accounts and books of the Federation

14.4.5      Maintain membership database in conjunction with Secretary and assist the Public Relations Officer in updating the list on the web

14.4.6      Maintain bank accounts – including FICQ building fund, maintain cheque books and reimburse personal expenditures as and when required

14.4.7      Ensure timely investment options with maximum interest earnings and minimum bank charges

14.4.8      Ensure adequate floats, entry tickets, collection at the door, removal and  depositing of funds

14.4.9      Assist in sourcing innovative ways to raise funds

14.4.10  Be aware of changes in legislation affecting FICQ and advise the Committee on tax deductibility for benefactors

14.4.11  Assume any other duties and responsibilities as may be determined by the General Council or Executive Committee

14.5      Public Relations Officer

14.5.1      Maintain FICQ website after the approval by the Executive Committee

14.5.2      Update membership database on the web

14.5.3      Publication of e-news letter once in 2 months and circulate it to the members through Secretary

14.5.4      A condensed version of the e-news letter to be published in local Indian community papers

14.5.5      Take a major role in Diwali Souvenir preparation

14.5.6      Advertise and promote all FICQ events

14.5.7      Assist Secretary to prepare circulars and notices

14.5.8      Assist Treasurer with tickets and gate collections at the events

14.5.9  Assume any other duties and responsibilities as may be determined by the General Council or Executive Committee

15     AUDITOR

The Auditor shall:

Not be a member of the Executive Committee;

Be appointed annually at the Annual General Meeting;

Examine and report the results of his examination to General Council at the Annual General Meeting

Should a vacancy occur in the office of auditor, the General Council shall appoint a replacement.

16     PATRONS

One or more persons may be invited to be Patrons by the Governing Council at the Annual General Meeting. The immediate past President will be one of the Patrons for 2 years, following the term of the Presidency.

Patrons term lapses two years after the appointment, unless renewed  at an annual general meeting. Patrons have no voting rights and the Executives may seek Patrons help from time to time with specific activities of the Federation.

17     ANNUAL GENERAL MEETINGS

The Executive Committee shall convene the Annual General Meeting of the Federation not later than two months after the end of the financial year at such place and time as may be determined by the Executive Committee, by giving at least fourteen (14) days notice to members, unless such meeting is to transact any special business when twenty-one (21) days notice shall be given. The Annual General Meeting shall be called for the following purposes:

To confirm the minutes of the last Annual General Meeting;

17.1 To receive the annual report of the Executive Committee

17.2 To receive the audited annual financial statements;

17.3 To elect the Executive Officers

17.4 To appoint an auditor

17.5 To approve the annual budget, including determination of the subscription fee for the financial year;

17.6 To appoint one or more Patrons.

The Annual General Meeting may transact special business, notices of which have been given in accordance with the Rules.

18     SPECIAL GENERAL MEETINGS

18.1 A special general meeting may be called at any time by the Executive Committee for the transaction of urgent business, provided that twenty-one days notice is given to the members. Notice of the meeting, proposed agenda and motions are to be circulated to all members, member organisations and members of the Executive Committee.

18.2 The Executive Committee shall, on the requisition in writing of one third of the members, convene a special general meeting of the Federation.

18.3 Any such request for a special general meeting shall state the purpose of the meeting, shall be signed by members making the request and shall be sent to the registered address of the Federation.

18.4 Should the Executive Committee fail to convene the special general meeting within one month of the date of the receipt of the request, then the persons requesting the meeting may themselves call a special general meeting, giving no less than twenty one days notice to all members.

18.5 Only matters included in the notification shall be the business discussed at such special general meeting.

18.6 All reasonable expenses incurred in convening the meeting shall be refunded by the Federation to the persons incurring the expenses.

19     COMMON SEAL

The common seal of the Federation shall be kept in the custody of the Secretary and shall be affixed to an instrument pursuant to a resolution of the Executive Committee and not otherwise.

Any two Executive Committee members shall respectively sign and countersign every instrument to which the common seal is affixed and the secretary shall keep a record of all instruments to which the common seal is affixed.

20     NOTICE

20.1 Any notice may be served by or on behalf of the Federation upon any member, either in person to the member delegate or by post at the address shown in the register of members.

20.2 Where a notice is properly addressed, prepaid and posted to a person as a letter, the document shall, unless the contrary is proved, be deemed to have been served on the person at the time at which the letter would have been delivered in the ordinary course of post. Any accidental omission to serve a notice on or the non-receipt of a notice by a member shall not invalidate the proceedings of a meeting of the General Council or the Executive Committee.

21     INDEMNITY

The executive Committee and members of the General Council while performing their honorary duties under these rules shall be indemnified by the Federation from its funds for any loss, damages or cost of any legal proceedings except where the exercise of such powers or duties were ultra vires.

Member organisations shall not be liable for the acts of the Federation.

22     ALTERATION OF RULES AND STATEMENT OF PURPOSES

Any amendments to the rules and statement of purposes may be made by the Governing Council only in accordance with the Associations Incorporation Act.

23     BY-LAWS

The Executive Council shall make, repeal or amend by-laws for the conduct and management of the Federation, subject to approval by the Governing Council.

24     ORGANISATIONAL CATEGORY

The assets and income of the Federation shall be applied solely in furtherance of its above mentioned objectives and no portion shall be distributed directly or indirectly to the members of the Federation except as bona fide compensation for services rendered or expenses incurred on behalf of the Federation.

25     DISSOLUTION

25.1 Dissolution of the Federation shall be by a motion to that effect carried at a special general meeting of the Governing Council, 21 days notice of which has been given to member organisations, convened specially for this purpose.

25.2 To take effect the motion shall be carried by:

25.2.1 Three quarters of the members present and entitled to vote;

25.2.2 Three quarters of those entitled to vote must be present at the meeting.

25.2.3 If The Federation of Indian Communities of Queensland Educational Building Fund is wound up or if the endorsement of the Fund as a deductible gift recipient is revoked, then surplus assets or gift fund remaining after payment of liabilities attributable to it shall be transferred to a fund, authority or institution which upholds similar aims to those of the federation and to which income tax deductible gifts can be made.

25.2.4  If upon the winding up or dissolution of the Federation there remains after satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to or distributed among the members but shall be given or transferred to some other institution or institutions which is itself a non-profit organisation.