Association Structure

The Aurora Community Association (ACA) is an Incorporated Association and as such functions as an incorporated body.

People need to join up to be a member and we have Association rules like other incorporated bodies. We have an executive committee which, governed by the ACA rules, make decisions on how the Association is run, what activities we will support/ be involved in and set meeting dates etc.

The executive committee has the office bearing roles of President, Vice President, Secretary, Treasurer and 6 Ordinary Members.

2017-18 Office Bearers are as follows:
President:
Priyam Shah
Vice President: Paul Seidl
Secretary: Satya Gogula (Siri)
Treasurer: Sanket Patel
Ordinary Member: Toni-Marie Wuelfert
Ordinary Member: Judgebir
Ordinary Member: Gurinder
Ordinary Member: Vacant
Ordinary Member: Vacant
Ordinary Member: Vacant

Immediate Past President: Sanjeev Choudhary

The executive committee members are voted in at the Association’s Annual General Meeting (AGM) every July.  People must be a current ACA member and complete a nomination form to be eligible to take on an executive committee role.  Please ensure you are nominated and seconded by two different ACA members.  Forms can be submitted any time up to immediately before the AGM in July in person (ie at the beginning of the event)- please email enquiry@aurora.asn.au to discuss and organise the nomination.  Signed hard copy forms returned via post (to 2 Snugburgh Way, Epping North, Victoria 3076) need to be received at least 24 hours before the event.

Roles and Responsibilities of the Aurora Community Association Committee

The rules of the ACA set out the powers of the committee of management, quorum and procedure at committee meetings, election and terms of office of committee members, and grounds on which an office of a committee member becomes vacant.

The statutory responsibilities of committee members include:

  1. Ensure the Registrar (the Director of Consumer Affairs Victoria) is notified of a change of the Association’s registered address within 14 days of the change by lodging a Change of Association Details form.
  2.  If the position of Public Officer becomes vacant, appoint a new Public Officer within 14 days.
  3.  Ensure an annual general meeting is held within five months after the end of the association’s financial year and submit a financial statement to members at the meeting.
  4.  Ensure an Annual Statement by Public Officer is lodged with the Registrar within one month after the annual general meeting.

Each role of the committee has its own roles and responsibilities:

The President/ Chairperson

The President is the principal leader of the ACA and has overall responsibility for the Association’s administration. The President should set the overall annual committee agenda (consistent with the views of members), help the committee prioritise its goals and then try to keep the committee on track by working within that overall framework.  At the operational level, a major function of the President is to facilitate effective management of meetings they preside (reference).  They should:

  • Be well informed of all organisation activities
  • Be aware of the future directions and plans of members
  • Have a good working knowledge of constitution rules and duties of all office bearers and sub-committees
  • Chair committee and/ or executive meetings
  • Chair the Annual General Meeting
  • Represent the organisation at local, regional, state and national levels
  • Be a supportive leader for all organisations members
  • Act as a facilitator for organisation activities
  • Ensure the planning and budgeting for the future is carried out in accordance with the wishes of the members
  • Oversee, lead and guide the committee to meet its charter as laid out in the ACA’s Statement of Purposes
  • Mentor the Vice President on the leadership of the ACA so that they, if elected, can easily step into the role of President

ACA President role description can be found here:

Guidance on the roles of an Association President can be found at Taking the Lead: a Guide for Club Presidents

Vice President

The Vice-President is the understudy to the President and backup leader of and spokesperson for the Association. It is generally accepted, but not compulsory, that the Vice-President will take on the role of President when the latter’s term concludes.  They should:

  • Provide support and assistance to the President if and when required
  • Be appointed to and provide leadership to any sub-committees
  • Provide support and mentoring of other committee members as they conduct their more specialised roles
  • Be willing and able to step into the role of President when the President’s term is finished

ACA Vice President role description can be found here:

Secretary

The position of Secretary is an important one within any incorporated association in Victoria and secretaries have special legal responsibilities. The Secretary is the incorporated association’s official contact person and is responsible for reporting about the organisation to Consumer Affairs Victoria (CAV). Also, the Secretary performs the administrative functions of organising meetings and minutes, handling memberships, keeping up-to-date records about the organisation and maintaining important documents and registers of the organisation.  Their role is:

  • To perform any duty or function required under Associations Incorporation Reform Act 2012 (the AIR Act) to be performed by the Secretary of an incorporated association.
  • To ensure that committee meetings are properly administered.
  • To ensure other meetings, such as the AGM, and events are properly administered.
  • Keep membership records up-to-date.
  • The Secretary shall perform such other duties as the President may direct from time to time

The Secretary shall also be directly responsible for all matters pertaining to the Association status as an incorporated body and shall promptly supply any information to the committee of management which relates to such matters.  Their role also includes

  • lodging an annual statement with the Registrar (the Director of Consumer Affairs Victoria) within a month after the annual general meeting notifying the Registrar of:
    • a change to the incorporated association’s registered address within 14 days
    • their appointment as public officer or any changes to their details
    • a special resolution to wind up the association or distribute its assets.
  • applying to the Registrar to:
    • alter the association’s statement of purposes or rules
    • change the association’s name.

ACA Secretary role description can be found here:

Treasurer

The treasurer (or financial officer) deals with the financial affairs of the organisation.  They:

  • Shall maintain proper books of account in which all details are recorded as monies accrued and payments made on behalf of the association.
  • Needs to table a report on the financial status of the Aurora Community Association at the Annual General Meeting and ordinary meetings.
  • Shall write  and provide  a receipt for moneys received to the Aurora Community Association.

ACA Treasurer role description can be found here:

Ordinary members of the Committee

In essence the role of a committee member, whether an executive or ordinary member, is to govern the Aurora Community Association i.e. directing and controlling the organisation through collective decision making. This is a mandatory requirement of everyone on the committee.  Their role is to:

  • Actively liaise with members of the Association
  • Help make decisions pertaining to the Association
  • Perform a specific function as decided by the committee eg Public Relations, Web Master, Newsletter Editor, Letterbox drop coordinator.

ACA Committee Member role description can be found here:

For more information on Incorporated Associations please see the following document (from Consmer Affairs Victoria):

CAV incorporated associations factsheet kit
CAV incorporated associations factsheet kit

The rules of the ACA can also be downloaded for your reference:

The rules of the ACA set out the powers of the executive committee, quorum and procedures at meetings, election and terms of office of committee members, and grounds on which an office of a committee member becomes vacant.
ACA Association Rules 2013

The ACA Statement of Purposes is also available for your reference:

Describes, in numbered paragraphs, what the association hopes to achieve.
ACA Statement of Purposes 2013

The ACA Executive Committee Nomination form is also available for printing and completion:

People must complete a nomination form to be eligible to take on an executive committee role. Print & fill out form. Forms can be submitted any time in person up to immediately before the AGM in July- please email enquiry@aurora.asn.au to discuss and organise the nomination. Signed hard copy forms returned via post (to 2 Snugburgh Way, Epping North, Victoria 3076) need to be received at least 24 hours before the event. Please ensure you are nominated and seconded by two different ACA members.
ACA Committee Nomination form