Constitution & By-Laws

Constitution

Below is the constitution and by-laws of WASFF. The constitution was accepted by the membership at an annual general meeting on 1 April 2018 (minutes), and by the Government of Western Australia Department of Mines, Industry Regulation and Safety Consumer Protection on 29 May 2018.

Constitution

By-Laws

  • 12 Other By-laws


    • Constitution of the Western Australian Science Fiction Foundation Inc.
    TERMS USED
    ‘WASFF’ means ‘Western Australian Science Fiction Foundation’
    ‘WASFC’ means ‘Western Australian Science Fiction Convention’
    ‘AGM’ means Annual General Meeting

    1 NAME OF THE ASSOCIATION
    The name of the organisation shall be the Western Australian Science Fiction Foundation.

    2 OBJECTIVES OF WASFF
    The Objectives of WASFF are:
    2.1 To foster an appreciation of science fiction, speculative fiction, fantasy, and fan works in Western Australia:
    2.1.1 By organising and assisting in the organising of conferences, seminars, workshops, and events pertinent to the production and consumption of Science Fiction in Western Australia;
    2.1.2 By sponsoring, promoting and organising competitions to encourage the production of Science Fiction in Western Australia;
    2.1.3 By facilitating the preservation and availability of historical documents and other materials relevant to Science Fiction in Western Australia; and
    2.1.4 By other appropriate activities as determined by the membership of the
    Foundation.

    2.6 To promote and assist in the provision of facilities for the objectives of WASFF.
    2.7 To raise funds for the achievement of the objectives of WASFF.
    2.8 To co-operate with other organisations, groups or individuals who share
    some or all of the objectives of WASFF.

    3 POWERS
    WASFF shall have the following powers:
    3.1 To pay expenses incurred for carrying out the objectives;
    3.2 To receive money or property;
    3.3 To invest and deal with moneys of WASFF;
    3.4 To open and operate a bank account;
    3.5 To purchase or sell property;
    3.6 To enter into contracts for the carrying on of the business of WASFF;
    3.7 To appoint, employ or dismiss agents, employees, contractors or consultants
    from time to time;
    3.8 To institute, conduct, defend, compound or abandon any legal action by or
    against the Association;
    3.9 To have and exercise all powers provided under any Act the WASFF is
    incorporated under.

    4. NOT FOR PROFIT BODY
    4.1 The property and income of the Association must be applied solely towards the
    promotion of the objectives or purposes of the Association and no part of that
    property or income may be paid or otherwise distributed, directly or indirectly, to
    any member, except in good faith in the promotion of those objectives or purposes.

    5. MEMBERSHIP

    5.1 Eligibility for membership:
    5.1.1 Membership is granted or renewed upon payment of the appropriate membership fee described in section 6.

    5.2 The Association shall consist of members divided into the following classes:

    5.2.1 Ordinary members:
    5.2.1.1 Shall be entitled to attend and vote at all General Meetings.
    5.2.1.2 May hold a position on the Board.
    5.2.1.3 Must be at least 18 years of age.

    5.2.2 Associate members:
    5.2.2.1 Shall be entitled to attend and vote at all General Meetings.
    5.2.2.2 Shall not be allowed to hold a position on the Board.
    5.2.2.3 Must be at least 18 years of age.

    5.2.3 Life members:
    5.2.3.1 Life Members shall be persons who have been appointed by a 75% majority of a General Meeting.
    5.2.3.2 Shall have all the rights and privileges of Ordinary members.
    5.2.3.3 Shall never be required to pay for the renewal of their membership.
    5.2.3.4 A register of life members shall be kept by the Administrator

    5.3 Ceasing of Membership

    5.3.1 A person ceases to be a member of WASFF whenever any of the following
    takes place:
    5.3.1.1 The member resigns from the association
    5.3.1.2 The member ceases to be a member due to non-payment of fees
    5.3.1.3 The Member is expelled from the association

    5.3.2 Resignation
    5.3.2.1 A member may resign from membership of WASFF by giving written notice of
    their resignation to the administrator.
    5.3.2.2 The resignation takes effect from when the administrator receives the resignation; or at later time is stated in the notice, then at that later time.

    5.3.3 A person who has resigned from WASFF remains liable for any fees that are owed to WASFF.
    5.3.4 The rights of a member are not transferable and end when membership ceases.

    5.4 Register of Members and Office Holders
    5.4.1 The Administrator, or another person authorised by the Board, is responsible for maintaining the Register of Members and recording in that register any change in the membership of the association.
    5.4.2 The Register must be kept under the Administrator’s control or custody.
    5.4.3 The Register shall contain the names and email addresses of all members.
    5.4.4 If a member wishes to make or be provided with a copy of any or all of the Register then the Board may require the member to provide a statutory declaration setting out the purpose for which the copy or extract is required and declaring that the purpose is connected with the affairs of the association.
    5.4.4.3 A member has no right to remove the Register of Members or the Register of Office Holders.

    6 FEES
    6.1 The Board shall determine the annual membership fee to be paid for membership of WASFF.
    6.2 All annual fees for membership of WASFF shall be due and payable prior to the Annual General Meeting.
    6.3 The duration of membership shall be until the beginning of the next AGM in the following year.

    7 SUSPENSION OR EXPULSION FROM MEMBERSHIP
    7.1 A member may be expelled or suspended from membership of WASFF by a two thirds majority resolution of the Board where it appears that the member's conduct has been detrimental to the objectives of WASFF.
    7.2 Notwithstanding any other provision of this constitution, the quorum for the Board meeting for the purpose of suspending or expelling a member shall be the whole of the Board, save those granted leave of absence.

    7.3 Detrimental conduct shall include but not be limited to conduct which has:
    7.3.1 Exposed WASFF to civil or criminal liability; or
    7.3.2 Exposed WASFF to public ridicule or contempt or otherwise prejudiced the conduct of its activities or the satisfaction of its objectives; or
    7.3.3 Included being fraudulent in their dealings with the property of WASFF.

    7.4 The administrator must give the member written notice at least 28 days in advance of the Board meeting:
    7.4.1 When and where the Board meeting is to be held;
    7.4.2 The grounds upon which the proposed suspension or expulsion is based; and
    7.4.3 That the member, or the member’s representative, may attend the meeting and will be given a reasonable opportunity to present oral or written submissions to the meeting about the proposed suspension or expulsion.

    7.5 Evidence of the conduct of the member, which is alleged to have been detrimental to the objectives of WASFF, may be placed before the meeting.
    7.6 The member, or their representative, shall be heard in their own defence and may present evidence and call persons to testify (whether members of WASFF or otherwise) on their behalf.
    7.7 The decision to expel or suspend a member takes immediate effect.
    7.8 The administrator must give the member notice within seven days of the meeting of the Board’s decision and the reasons for the decision.
    7.9 An expulsion or suspension, while in effect, renders the person ineligible for renewal of membership.
    7.10 A member who is suspended or expelled from the association may, within 14 days of receiving notice from the administrator of the suspension or expulsion, request the appointment of a mediator as described under Dispute Resolution (As described in Section 8).

    8. DISPUTE RESOLUTION
    8.1 The dispute resolution procedure applies to disputes between members; or between one or more members and the Association.
    8.2 The parties to a dispute must attempt to resolve the dispute between themselves within 14 days of the dispute coming to the attention of both parties.
    8.3 If the parties to a dispute are unable to resolve the dispute, any party may start the grievance procedure by giving written notice to the administrator of who parties are, and of the matters that are the subject of the dispute.
    8.4 Within 30 days after the administrator is given the notice, a Board meeting must be convened to consider and determine the dispute.
    8.5 The administrator must give each party to the dispute written notice of the Board meeting at which the dispute is to be considered and determined at least 7 days before the meeting is held.

    8.6 If the dispute is between one or more members and the Association; then any party to the dispute give written notice to the administrator stating that they do not agree to the dispute being determined by the Board; and requesting the appointment of a mediator. If such a request is made, then the Board must not determine the dispute.

    8.7 At the Board meeting at which a dispute is to be considered and determined, the Board must —
    8.7.1 give each party to the dispute, or the party’s representative, a reasonable opportunity to make written or oral (or both written and oral) submissions to the Board about the dispute; and
    8.7.2 give due consideration to any submissions so made; and
    8.7.3 determine the dispute.

    8.8 The Board must give each party to the dispute written notice of the Board’s determination, and the reasons for the determination, within 7 days after the Board meeting at which the determination is made.

    8.9 A party to the dispute may, within 14 days after receiving notice of the Board’s determination, give written notice to the administrator requesting the appointment of a mediator. If this is done then, each party to the dispute is a party to the mediation.

    8.10 The mediator must be a person chosen by agreement between the parties to the dispute.

    8.11 If there is no agreement for the purposes of subclause 8.10, the Board must appoint the mediator. A mediator appointed this way must:
    8.11.1 Be a person who acts as a mediator for another not-for-profit body.
    8.11.2 Must not have a personal interest in the matter that is the subject of the mediation.
    8.11.3 Must not be biased in favour of or against any party to the mediation.

    8.12 The parties to the mediation must attempt in good faith to settle the matter that is the subject of the mediation.
    8.13 Each party to the mediation must give the mediator a written statement of the issues that need to be considered at the mediation at least 5 days before the mediation takes place.

    8.14 In conducting the mediation, the mediator must
    8.14.1 Give each party to the mediation every opportunity to be heard; and
    8.14.2 Allow each party to the mediation to give due consideration to any written statement given by another party; and
    8.14.3 Ensure that natural justice is given to the parties to the mediation throughout the mediation process.

    8.15 The mediator cannot determine the matter that is the subject of the mediation.
    8.16 The mediation must be confidential, and any information given at the mediation cannot be used in any other proceedings that take place in relation to the matter that is the subject of the mediation.
    8.17 The costs of the mediation are to be paid by the party or parties to the mediation that requested the appointment of the mediator.

    8.24 If the mediation takes place because a member whose membership is suspended or who is expelled from the Association requests mediation; and as the result of the mediation, the decision to suspend the member’s membership or expel the member is revoked, that revocation does not affect the validity of any decision made at a Board meeting or General Meeting during the period of suspension or expulsion.

    9 ELECTION AND MEMBERSHIP OF THE BOARD
    9.1 The Board shall consist of 9 elected members.
    9.2 Each member of the Board shall hold office for a period of time commencing at the end of the AGM they are appointed and ending at the end of the third AGM after their appointment (that is, it is approximately a three year term).
    9.3 The election of 3 members of the Board shall be held during each AGM, such that there is a rolling turnover (or re-election) of Board members.

    9.4 Candidates for Board positions may not:
    9.4.1 Have an undischarged bankruptcy; or
    9.4.2 Have been convicted of an offence in-relation to a body corporate or involving fraud or dishonesty.

    9.5 Nominations for positions on the Board will close before the commencement of the AGM.
    9.6. If there are insufficient nominations for Board membership then further nominations from the floor of the meeting may be accepted.

    9.7 The members shall vote by secret ballot using the optional preferential voting method set out in the By-laws.

    9.8 The members of the Board so elected shall at their first meeting following the
    AGM determine from their own numbers who shall be:
    9.8.1 The Chair;
    9.8.2 The Administrator; and
    9.8.3 The Treasurer.

    9.9 A Board member may resign from office by providing notice in writing to the Chairperson, or to the Administrator if the person resigning is the Chairperson.

    9.10 The Board may declare vacant the position of a member of the Board, by a 75% majority vote in favour of such a resolution, for gross dereliction of duty or for failing to attend 3 consecutive Board meetings without apology or a leave of absence.

    9.11 Casual vacancies in the Board shall:
    9.11.1 Be filled by resolution of the Board until the next AGM.
    9.11.2 At the next AGM, the number of Board members to be elected will increase by the number of casual vacancies.
    9.11.3 The extra positions elected will hold office for the balance of the term of the vacant position's office.
    9.11.4 If one or more candidates wishes only to run for one of the shortened terms then the elections for positions will be held sequentially by duration, with the election for the positions with the longer terms occurring before those with the shorter.
    9.11.5 Otherwise, the election for all positions will occur concurrently, with the candidates receiving the higher number of votes being elected to have the longer terms. If the number of votes is the same then by lot.
    9.12 At a general meeting, the Association may by resolution carried by a simple majority remove one or more board members from office.

    10 DUTIES, PROCEEDINGS AND POWERS OF THE BOARD
    10.1 Members of the Board shall endeavour to attend and participate in all meetings of the Board.
    10.2 Members of the Board shall be familiar with the Act under which WASFF is incorporated and shall at all times act to ensure the Act is complied with.

    10.3 A Board member who has any material personal interest in a matter being considered by the Board shall:
    10.3.1 As soon as the Board member becomes aware of their material personal interest, they must disclose the nature and extent of the interest to the Board.
    10.3.2 Such a disclosure shall be recorded in the minutes, and also be reported at the next General Meeting.
    10.3.3 The Board member shall not take part in, nor be present for, any deliberations or voting of the Board with respect to that matter.

    10.4 The Board shall be responsible for and have the entire control and management of the affairs and property of WASFF and may act in all matters concerning WASFF in such manner as appears to it to be best calculated to promote the interests of WASFF.
    10.5 The Board may at any time appoint or dismiss a sub-committee subject to the By-laws and may prescribe the powers and functions thereof.
    10.6 The board may make bylaws, as described in Section 16.
    10.7 The Board shall meet from time to time for the dispatch of the business of
    WASFF.
    10.8 The quorum of a Board meeting is four members of the Board.
    10.9 Each Board member has a deliberative vote at Board meetings, but if there is a tied vote, the person presiding at the Board meeting shall have a casting vote in
    addition to their deliberative vote.
    10.10 A resolution in writing signed by an absolute majority of the Board Members shall be as valid and effectual as if it had been passed at a meeting of the Board Members duly convened and constituted. Every such written resolution shall be recorded with the minutes of the Board.

    10.11 The Chairperson shall:
    10.11.1 be the official spokesperson of WASFF.
    10.11.2 chair meetings of the Board.
    10.11.3 perform such other duties as may be determined by the Board.

    10.12 The Administrator shall:
    10.12.1 deal with all correspondence received by WASFF.
    10.12.2 keep minutes of General Meetings, and of the Board.
    10.12.3 give the required notice for all meetings to members.
    10.12.4 keep and maintain the register of members.
    10.12.5 perform such other duties as may be determined by the Board.

    10.13 The Treasurer shall:
    10.13.1 be responsible for the receipt of all money and property of WASFF
    10.13.2 shall keep records of the finances and property of WASFF.
    10.13.3 be the Public Officer of WASFF and as such shall ensure that WASFF complies with the provisions of any laws and perform those duties required of a Public Officer by law.
    10.13.4 be a resident of the State of Western Australia.
    10.13.5 perform such other duties as may be determined by the Board.

    11 GENERAL MEETINGS
    11.1 WASFF shall hold an AGM within four months of the end of the financial year. If
    the nominated WASFC is held during this period, the AGM shall be held during the
    nominated convention
    11.2 The Board may resolve to call a Special General Meeting for any purpose.
    11.3 The Board shall call a Special General Meeting upon receiving a petition signed by 10 per cent of the ordinary members, or 20 members, whichever is the lower number, calling for a Special General Meeting to decide upon an issue.
    11.3 A Special General Meeting may only deal with matters referred to in the notice of meeting.
    11.4 At least 14 days notice of a General Meeting shall be provided to members of the association, through an email list designated by the Board, in combination with publication on a website designated by the Board.
    11.5 The By-laws shall set out the procedure of the AGM.
    11.6 The Chairman or in their absence a Board member shall preside at General Meetings of WASFF.
    11.7 If the Chairman and all Board members are absent from a General Meeting, the members present shall elect one from amongst their number to preside.
    11.8 At a General Meeting, 13 members shall constitute a quorum.
    11.9 Upon any question arising at a General Meeting of WASFF, any member shall have a deliberate vote, except that the person presiding at the General Meeting shall not have a deliberate vote.
    11.10 A question arising at a General Meeting shall be decided by a majority of votes, but if there is an equality of votes, the person presiding at the General Meeting shall have a casting vote.
    11.11 Proxy votes shall not be accepted.
    11.12 A returning officer may be appointed to conduct ballots arising during a General Meeting. In the absence of an appointment of a returning officer the person presiding shall conduct the ballots.

    12 BUSINESS OF THE ANNUAL GENERAL MEETING
    The agenda of the annual General Meeting shall include:
    12.1 To confirm the minutes of the preceding annual General Meeting.
    12.2 To receive from the Treasurer, for the previous financial year, the statement of financial affairs and any report from the auditor.
    12.3 To receive from any member of the Board, for the previous financial year, any reports as to affairs of WASFF for the previous year.
    12.4 The appointment of an Auditor.
    12.5 Election of the Organizing Committee of the WASFC.
    12.6 Election of Members of the Board of WASFF.
    12.7 Motions on notice.
    12.8 General Business.

    13 METHOD OF ELECTION OF COMMITTEE FOR A WESTERN AUSTRALIAN
    SCIENCE FICTION CONVENTION.
    13.1 The by-laws shall specify the form of a motion proposing the creation of a WASFC.
    13.1.1 A motion for forming a WASFC must be provided to the chairman before the commencement of the AGM.
    13.1.2 If multiple nominations are received then they shall be voted upon by secret ballot using the
    optional preferential voting method set out in the by-laws.

    14 MANAGEMENT OF PROPERTY AND INCOME OF WASFF
    14.1 The Financial year of WASFF shall commence on 1 January of each year.
    14.2 The by-laws shall specify rules for allocation of money to WASFCs.
    14.3 The by-laws may specify rules for allocation of money to other projects.
    14.4 The Association may pay a Board member for out of pocket expenses properly incurred in connection with the Associations business.
    14.4.1 Board Members must not receive any remuneration for their services as Board Members other than as described in Clause 14.4.

    15 AUDITOR
    15.1 Each AGM may appoint a person who is a qualified accountant or auditor, who has not been a member of the Board or a sub-committee during the last two years, as the auditor of WASFF until the next AGM.
    15.2 The Auditor appointed shall provide the report to the AGM.

    16 PROCEDURE FOR ALTERATION OF THE CONSTITUTION
    16.1 Notice of the proposed amendment shall be included in a publication provided to every member of the WASFF with the notice of the General Meeting at which the constitutional change is being considered.
    16.2 The constitution may be amended by a special resolution passed by a 75% majority of the Voting Members voting at a General Meeting.
    16.3 Within 30 days of the passing of a special resolution amending or altering the Constitution, the Administrator shall lodge copies of such resolutions with the government regulator of the Associations Act.
    16.4 No amendment of or alteration to the Constitution shall take effect until written approval has been received from the government regulator of the Associations Act.

    16 PROCEDURE FOR THE ALTERATION OF THE BY-LAWS
    16.1 By-laws may be made, repealed, varied or added to by:
    16.1.1 A resolution passed by a two thirds majority at a Board meeting; or
    16.1.2 A resolution passed by a two thirds majority at a General Meeting.

    16.2 Any resolution to change by-laws must be a motion on notice in the Agenda of the Board meeting or the General Meeting.
    16.3 By-laws so made must not be inconsistent with the existing by-laws, nor with this constitution, nor with any Statutory Act or Law that the Association must comply with.
    16.4 Changes to the by-laws come into effect two months after the resolution to change the by-laws has been passed.
    16.5 By-laws shall be binding on all members until repealed or amended.

    17 INSPECTION OF BOOKS AND DOCUMENTS BY MEMBERS
    17.1 Copies of annual financial statements, and any other financial statement previously prepared, shall be made available for inspection and copying to members and auditor (if any) on request, subject to any reasonable restrictions as to time and manner of inspecting them that may be imposed by the Board.
    17.2 The member must not use or disclose information in a record or except for a purpose
    17.2.1 that is directly connected with the affairs of the Association; or
    17.2.2 that is related to complying with a requirement of the Act.
    17.3 Copies of this constitution, and of all by-laws shall be made available to all members.

    18 COMMON SEAL
    18.1 WASFF shall have a common seal that shall include "Western Australian Science
    Fiction Foundation" and the words "Common Seal".
    18.2 The common seal shall remain in the custody of the Administrator and shall not be affixed to any instrument except by the authority of the Board and the affixing thereof shall be attested by the signatures of two members of the Board authorised by the Board to attest thereto and the attestation shall be sufficient for all purposes that the common seal was affixed by the authority of the Board.

    19 DISSOLUTION
    19.1 WASFF may be dissolved or wound up by a resolution passed by a 75% majority at a special General Meeting called for such purpose.
    19.2 If upon the dissolution or winding up of WASFF there remains, after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to, transferred or distributed amongst the members of WASFF. It shall be paid or transferred to a charitable organisation or incorporated not for profit organisation having similar objectives to WASFF, as decided by the members at the General Meeting at which it is decided to wind up the WASFF.

    By-Laws

    By-Laws of The Western Australian Science Fiction Foundation Incorporated

    1 SPECIFIED METHOD OF OPTIONAL PREFERENTIAL VOTING
    (By-Laws made in accordance with section 9.7)
    1.1 The voter indicates preferences for candidates by using the numbers 1, 2, 3 etc.
    1.2 A quota is determined as follows: Quota = (Total number of formal votes ÷ (Number to be elected + 1)) + 1 (disregarding any remainder).
    1.3 Candidates receiving a number of first preference votes greater than or equal to a quota are declared elected. Any votes of these elected candidates, which are surplus to the quota, are transferred to the remaining candidates at a transfer value. If no candidate receives a number of first preference votes greater than or equal to a quota then the candidate with the fewest votes is excluded from the count in accordance with paragraph 1.9 below.
    1.4 The transfer value determined for the distribution of the surplus votes of a candidate elected from first preference votes is calculated as follows: Transfer Value = Number of elected candidate's surplus votes (i.e. those in excess of quota) ¸ Number of first preference votes received (i.e. the number of ballot papers)
    1.5 The ballot papers of each elected candidate are re-examined (commencing with the candidate with the largest surplus) and the total number of second or next available preferences for each non-elected candidate is multiplied by that elected candidate's transfer value. The resultant numbers are in each case the number of votes, which are credited to the relevant non-elected candidate.
    1.6 Whenever, as a result of the distribution of an elected candidate's surplus votes, a candidate obtains a total equal to or greater than the quota, that candidate is the next elected.
    1.7 The transfer value determined for the distribution of surplus votes of a candidate elected following a transfer is calculated as follows: Transfer Value = Last Transfer Value x Value of candidate's surplus votes ¸ Total value of candidate's votes.
    1.8 All of those ballot papers are re-examined. The votes of the elected candidate are transferred to the remaining candidates at the new transfer value according to the next preference on the ballot paper.
    1.9 Where, after the distribution of all elected candidates' surplus votes has been completed, no other candidate has obtained a number of votes equal to or greater than the quota, the candidate with the fewest votes is excluded from the count. All of the ballot papers held by an excluded candidate are then distributed to the candidates remaining in the count (i.e. all non-elected candidates who have not been excluded) according to the next available preference expressed on those ballot papers. These ballot papers are transferred at the transfer value they had at the time of transfer from the excluded candidate.
    1.10 Similar exclusions are carried out until a candidate eventually obtains a number of votes equal to or greater than the quota, and is, as a consequence, elected.
    1.11 The surplus votes of any candidate elected as a result of the transfer of votes from an excluded candidate are dealt with in accordance with paragraphs 1.7 and 1.8 above.
    1.12 The process of distributing surpluses and excluding candidates continues as necessary, until either the number of candidates to be elected is elected or all candidates except the number to be elected have been excluded. In the latter case, non-excluded candidates not already elected are declared elected.
    1.13 Where, at any stage in the count, a ballot paper contains no preference for any one candidate remaining in the count, then that ballot paper is deemed exhausted and is set aside as being finally dealt with.

    2 THE WESTERN AUSTRALIAN SCIENCE FICTION CONVENTION
    (By-Laws made in accordance with section 9.1)
    2.1 There shall be an annual Western Australian Regional Science Fiction Convention (commonly referred to as Swancon), organised by a convention committee (Swancon committee) selected from amongst bids submitted to the AGM held during the endorsed Western Australian Regional Science Fiction Convention, two calendar years before the convention to be selected.
    2.2 The AGM need not appoint a winning bid.
    2.3 There shall be an ongoing conventions steering committee comprising 3 members of the board elected to this steering committee at each first meeting of the board following the AGM and the convenors of the past, present and next WA Science Fiction Convention. Each of the 3 elected board members may not be one of the convenors. Except where the AGM appoints no convention committees, no more than 2 of the 3 elected board members may be on any one convention committee. The steering committee may co-opt other members, but they will not have voting rights. The steering committee shall appoint a chairman from its voting or non voting members, from time to time.
    2.4 Quorum for the steering committee shall be 50% of its voting members, rounded up.
    2.5 The WASFF Board shall provide support to the winning Swancon committee and the conventions steering committee.
    2.6 The steering committee will have responsibility for long term planning of the WA Science Fiction Conventions and the organisation of strategic aspects of conventions under the supervision of the WASFF board. The Swancon committee shall be responsible for organising the convention and in particular the theme, flavour and programme of the convention under the supervision of and in cooperation with the steering committee.
    2.7 The steering committee shall provide regular reports to the WASFF board to their satisfaction. The Swancon committee shall provide regular reports to the steering committee.
    2.8 The steering committee's role is to provide guidance to the winning Swancon committee and undertake longer term initiatives and organisation.
    2.9 The WASFF board may intervene and override any decision of the steering committee, or require the steering committee to first obtain the approval of the board before any course of action is taken, if and only if it has a compelling case that the actions or decisions on the steering committee are likely to be to the detriment of WASFF. The steering committee may intervene and override any decision of the Swancon committee, or require the Swancon committee to first obtain the approval of the steering committee before any course of action is taken, particularly if the actions or decisions on the Swancon committee are likely to be to the detriment of the plans of the steering committee.
    2.10 Subject to the constitution and these By-Laws, the WASFF board shall provide as much seed money to the steering committee as it sees fit. Subject to the constitution and these By-Laws, the WASFF board shall provide as much seed money to the Swancon committee as it sees fit.
    2.11 Any surplus made by the WA Regional Science Fiction Convention is returned to the control of the WASFF board. A predetermined portion, as determined by the board, of any surplus made by each WA Science Fiction Convention is allocated to the steering committee’s control for long term objectives in organising annual WA Science Fiction conventions.
    2.12 The motion to create each WA Regional SF Convention committee shall be put is as follows:
    2.12.1 A Western Australian Regional Science Fiction Convention shall be held in the year ...
    2.12.2 The name of Convention shall be ...
    2.12.3 The desired dates of convention are…
    2.12.4 The Swancon committee shall be a sub-committee of the steering committee and shall comprise:
    2.12.4.1 Convenor:..
    2.12.4.2 Treasurer:..
    2.12.4.3 Secretary:...
    2.12.4.4 Marketing Coordinator:...
    2.12.4.5 And further committee members shall be: ...
    2.12.5 The desired theme of the convention is...
    2.13 The steering committee and the Swancon committee shall be bound to the Constitution and By-Laws of the WASFF.
    2.14 The Swancon committee shall make every endeavour to return the seed funds provided to it.
    2.15 The Swancon committee shall endeavour to return an additional 10% of the amount of seed money provided to fund the convention to the budget approval process’ satisfaction.
    2.16 The Swancon committee shall provide the Treasurer of WASFF with quarterly reports.
    2.17 The Swancon committee shall Provide a suitable time and location to hold the WASFF Annual General Meeting during the convention.
    2.18 Finalised accounts and reports shall be presented to the WASFF treasurer no more than three months after the convention is held.
    2.19 The Swancon committee shall have the right to fundraise during the period the convention is current and have the right to give or withhold permission for fundraising to the successive conventions during that period.
    2.20 The Swancon committee may co-opt members.
    2.21 The Swancon committee shall be chaired by the convenor unless a chairman is specifically appointed.
    2.22 The steering committee may develop a strategic plan for SwanCon to be approved by the WASFF board. Upon approval of the strategic plan the SwanCon organising committees should act to implement this strategic plan where feasible and relevant to their convention. The board may approve derivations from the strategic plan or consider matters immaterial.
    2.23. Only Ordinary and Associate members may take core committee positions on a WARSFC organising committee. Other persons may take non-core positions, but they are not be officers of WASFF and shall not be regarded as having any authority to act or speak on behalf of WASFF or the convention organising committee, unless doing so on behalf of a core position. Core positions shall be defined by the board from time to time.
    2.24. Candidates for convention organising bids shall disclose to the AGM whether they have any criminal convictions and whether they have been bankrupt.
    2.25. Appointment of and Replacement of Convention Organising Committee Members
    2.25.1 In this section the persons appointed to the executive positions of Convenor, Convention Treasurer, Convention Secretary and Marketing Coordinator are referred to as executive members. Ordinary committee members are members of the organising committee other than the executive members. Ordinary committee positions are Venue Liaison, Guest Liaison and Programme Co-ordinator and any other specific position created by the Convenor.
    2.25.2 Executive members are appointed to executive positions according the resolution to form a convention organising committee passed by a general meeting. Ordinary committee members are appointed to the organising committee according to the resolution or as appointed by the Convenor. The Convenor in consultation with the rest of the committee may reassign ordinary committee positions as required. The Convenor shall report the allocation of positions to the CSC and should consult with the CSC on allocation/reassignment of positions where appropriate.
    2.25.3 A committee member may resign by notifying the Convenor or the CSC Chair.
    2.25.4 In the event of a vacancy of an executive committee position other than the Convenor, the Convenor shall recommend a replacement for the executive position to the CSC for ratification of the appointment.
    2.25.5 In the event of a vacancy in the position of the convenor, the CSC will consult with the convention organising committee to find a replacement. The organising committee may appoint an acting convenor until the CSC appoints a replacement. If the organising committee does not agree with the CSC’s appointment or the CSC does not ratify the organising committee’s choice as a replacement Convenor, the decision shall be taken to the Board.
    2.25.6 An executive committee member may resign from the respective position, but still remain as a member of the committee, subject to the approval of the Convenor (or new Convenor, if applicable).
    2.25.7 In the event of misconduct, underperformance, disruption, or other sufficient reason, the Convenor may dismiss an ordinary committee member from the organising committee, if appropriate. The Convenor should consult with the CSC prior to dismissing the committee member. The Convenor may delegate this decision to the CSC. The Convenor shall report a dismissal to the CSC. [Note: The CSC should not consider overruling the Convenor unless the CSC has no confidence in the Convenor, in which case the CSC should consider dismissal of the Convenor as per the rule below. In this circumstance the CSC may stay the committee member’s dismissal pending the outcome of a possible dismissal of the Convenor.] In the case of misconduct the WASFF Chairperson, Treasurer or Administrator may suspend or dismiss an ordinary committee member.
    2.25.8 In the event of misconduct, underperformance, disruption, or other sufficient reason, the Convenor may recommend to the CSC dismissal of an executive committee member (other than Convenor). The CSC shall consider and may dismiss the executive committee member (other than Convenor) under this rule. The CSC may consider dismissal of an executive committee member other than the convenor on its own volition and this consideration shall include consultation with the Convenor. The CSC may dismiss the executive committee member if appropriate. [Note: Should the CSC not consider it appropriate to dismiss the executive committee member, the ongoing effective working of the organising committee should be considered and the CSC should consider whether it maintains confidence in the Convenor.] In the case of misconduct the Convenor, WASFF Chairperson, Treasurer or Administrator may suspend an executive committee member pending consideration of dismissal.
    2.25.9 In the event of misconduct, underperformance, no confidence, or other sufficient reason, the CSC may consider dismissal of the Convenor after consultation between the Convenor and the Chair of the CSC. Said consultation is to communicate concerns/deficiencies, required outcomes and deadlines for a satisfactory resolution, otherwise the question of dismissal of the Convenor may be put to the CSC for consideration. In the event of misconduct the CSC may consider dismissal immediately without said consultation. Such a question must be passed by at least 4 CSC members. An appeal of the decision of the CSC to dismiss the Convenor may be made to the board of WASFF.
    2.25.10 A decision to dismiss an organising committee member other than the Convenor has no automatic right of appeal to the board. However the board may of its own volition consider this question and make an ultimate determination.
    2.25.11 When considering dismissal of a committee member, the principles of natural justice should be considered and decision making should be transparent, where possible, however the overriding considerations are: the delivery of a convention, the functionality of the committee, the leadership role of the Convenor, working towards and within the long term plans of the CSC, the maintenance of the good reputation of Swancon and WASFF, and compliance with the Constitution and By-laws of WASFF.

    3 FINANCES
    (By-Laws made in accordance with section 10.2)
    3.1 With the approval of the board, board Members may be paid out of the income of the funds of WASFF all travelling and other expenses incurred by them in connection with the business of WASFF.
    3.2 True accounts shall be kept of all sums of money received and expended by WASFF and the matter in respect of which the receipt or expenditure takes place and of the property, credits and liabilities of WASFF.
    3.13 Any payment from the funds of WASFF shall be made in a way that leaves an auditable record.
    3.3 The Board shall from time to time cause to be prepared and at least once in every year to be laid before the Annual General Meeting of members of WASFF, a Statement of Receipts and Payments and a Bank Reconciliation for the year made up to a date not earlier than the date of the meeting by more than six calendar months. Such Statement of Receipts and Payments and a Bank Reconciliation shall also show the investments representing the funds of WASFF at the beginning and again at the end of the period of the accounts and the expenditure of WASFF during such period and shall (inter alia) contain separate details indicating how the expenditure of WASFF was applied.
    3.4 Payments from a financial institution account, including bank accounts and payment processor accounts (such as Paypal or Stripe) require approval by two authorised officers. Refunds less than or equal to four full WASFC membership fees only require approval by one authorised officer. Refunds of greater amounts require approval by two authorised officers. Transfer of funds between accounts of the organisation require approval by one authorised officer.
    3.5 Payments shall only be made by the authorised officers when such payment have been authorised by the board, or by a committee to which the board has delegated authority to authorise certain payments.
    3.5.1 The Board delegates the ability to approve expenditure of any amount up to $500 to the Chair and the Treasurer where a subcommittee requires approval within 48 hours. Such approval shall be reported to the next Board meeting.
    3.6 The board shall from time to time determine at least two authorised officers with authority to operate financial institution accounts. At least two authorised officers for each account shall be board members. If a change of signatory is required, it should be done as soon as practicable, but not later than 3 months. In the intervening time, the retiring signatory may authorize a payment if written authority to do so is provided by the incoming signatory.
    3.7 The seed money provided to fund each annual convention at the time of provision of the seed money shall:
    3.7.1 Not exceed 25% of the liquid assets not allocated to any other project less liabilities; or
    3.7.2 Not exceed $7,000. This amount is determined by the board and intended to be updated each year by the board; or
    3.7.3 For larger amounts by a determination by the board, for which notice must be given with the agenda.
    3.8 The board may grant other money to other projects and committees, at the time of provision of the seed money shall:
    3.8.1 Not exceed 25% of the liquid assets not allocated to any other project less liabilities; or
    3.8.2 Not exceed $2,000. This amount is determined by the board and intended to be updated each year by the board; or
    3.8.3 For larger amounts by a determination by the board, for which notice must be given with the agenda.
    3.9 A WASFF committee shall not enter into any one contractual obligation that involves a financial obligation of more than $2000, without first obtaining approval of the steering committee.
    3.9.1 The board shall consider approval of a contract, other that a simple contract of purchase approved in a budget, as separate consideration to any budgetary considerations. This is primarily to consider the full terms of the contract over and above any monetary amounts.
    3.11 The steering committee may enter into or approve any one contractual obligation without first obtaining approval of the board if it:
    3.11.1 Involves a financial obligation of less than 30% of WASFF's total liquid assets not allocated to any other project less liabilities at the time of the making of the obligation; and
    3.11.2 Not exceeding $10,000. This amount is determined by the board and intended to be updated each year by the board.
    3.14 The steering committee may consider and if appropriate approve amendments to convention budgets which don’t exceed an increase in overall expenditure of more than 5% of the board approved expenditure or do not change the net income less expenses (surplus) by more than 5% of the board approved surplus.
    3.15. The board may give advance approval of expenditures under regulation 3.5 in the form of budget approval, where the budget specifies with sufficient detail the item for which expenditure is proposed.

    4 AWARDING OF THE TIN DUCKS
    4.1 Awards called the Tin Duck Awards may be presented by each WA Science Fiction Convention.
    4.2 Further By-Laws may be provided for these awards.

    5 MARGE HUGHES AWARD
    5.1 The Marge Hughes (formerly the Mumfan award) will be made by WASFF at the WA Regional Science Fiction Convention.
    5.2 The basis of the award is that: "The recipient of the Marge Hughes award should have given sustained support to fandom over a significant period of time without having received previous recognition for their contributions in this area".
    5.3 The Board of WASFF shall pay due attention nominations for the award.
    5.4 The Board shall not be bound to make an award in the absence of appropriate nomination or nominations.

    6 NEW OR RENEWING MEMBERS
    6.1 A person not currently a financial member of WASFF may apply for membership according to any conditions set out in the by-laws and will not be accepted as a member until all such conditions are met, such proposed by-laws shall be open for consultation for 30 days prior to consideration as per AGM notification process.
    6.2 A person currently a financial member of WASFF may pay the necessary fee for membership for the next year and subject to any conditions set out in the by-laws will be renewed as a member once payment is settled, such proposed by-laws shall be open for consultation for 30 days prior to consideration as per AGM notification process.
    6.3 Age
    6.3.2 Teen WARSFC Attendee
    6.3.2.1 People of age 12 to 17 years may attend the WARSFC if the approved fee is paid and consent of a responsible adult is given in writing. Teen attendees do not have voting rights, except with regard to awards, but may attend and observe the AGM. Teen Attendees details are confidential, are not permitted to be released and are exempt from section 14 of the constitution as they are not members of WASFF. The adult responsible for the Teen Attendee must agree to be ultimately responsible for the conduct of the Teen Attendee. Teen Attendees may be excluded from certain events that are not age appropriate. The adult responsible for a Teen Attendee under the age of 15 must be a member of the convention. A Teen Attendee aged 15 or more does not require their responsible adult to be a member of the convention.
    6.3.3 Child WARSFC Attendee
    6.3.3.1 If the WARSFC organising committee wishes to allow this category of attendee and provides age appropriate content in the programme for Child Attendees then Children less than 12 years of age may attend the WARSFC if the approved fee is paid and consent of a responsible adult given in writing. Child Attendees do not have voting rights, but may attend and observe the AGM. Child Attendees details are confidential, are not permitted to be released and are exempt from section 14 of the constitution as they are not members of WASFF. The adult responsible for the Child Attendee must agree to be ultimately responsible for the conduct and supervision of the Child Attendee and must be a member of and attending the convention. Child Attendees may be excluded from certain events that are not age appropriate. Provision for Child Attendees may be made for none, a part or the whole of the WARSFC and for age categories as approved by the Board.
    6.3.4 Child-in-Tow (CIT) WARSFC Attendees
    6.3.4.1 Children less than 12 years of age may attend the WARSFC, ‘in tow of a responsible adult’ who is a member of and attending the convention. The adult responsible for the CIT Attendee must agree to be ultimately responsible for the conduct and supervision of the CIT Attendee. CIT Attendees do not have voting rights as they are not members of WASFF. Details of CIT Attendees are not kept by WASFF, but statistical, non identifying details may be kept. CIT Attendees may be excluded from certain events that are not age appropriate, but may otherwise attend the WARSFC where Child Attendees are not provided for and age appropriate programming is not provided, subject to normal reasonable behaviour requirements. CIT Attendees who are not Child Attendees may be excluded from parts of the WARSFC where Child Attendees are provided for and age appropriate program content is provided. In other words where there is an age appropriate item programmed and a Child Attendee fee is charged, then being a CIT Attendee does not circumvent the need to pay the fee to participate in the programmed item. Where these programmed item is not age appropriate the CIT attendee need not have the fee pay to attend. The organising committee of the WARSFC may provide facilities for CIT Attendees.
    6.3.5 A person that is not yet 18, but turns 18 before or on the first day of the WARSFC may purchase a provisional membership, that is not active until the person turns 18. A provisional membership is regarded as a Teen Attendee until he or she turns 18, whereupon the membership category (eg Ordinary or Associate) is determined as normal.
    6.3.6 Any person under 18 who has paid for a membership, who is not (or will not be) 18 at the commencement of the WARSFC will not be accepted as a member and will be converted to a Teen Attendee status.
    6.3.7 If a Teen Attendee turns 18 during the WARSFC, on the day that they turn 18 their Teen Attendee status will be automatically converted to an Associate membership, unless they wish otherwise.
    6.3.8 If a Child Attendee turns 12 during the WARSFC, on the day that they turn 12 their Child Attendee status will be automatically converted to Teen Attendee status, unless the responsible adult wishes otherwise.
    6.4 New members
    6.4.1 Further to Regulation 6.1, a person shall apply for membership to WASFF. The application may be automatically preliminarily accepted by an authorised person. Such a person may be authorised by a member of the relevant organising committee or board member or a person delegated to do so by either. Such a preliminary acceptance is subject to review and reversal prior to the next AGM by a majority of 5 members of the board for any of the following reasons only:
    a) A person may be refused membership by a resolution of an absolute majority of members of the board on the same grounds that a person can be expelled. Membership may not be refused on this ground merely because a prospective member's conduct might be detrimental to the objectives of WASFF at some point in the future;
    b) Membership may be refused if ¾ (rounded up) of Board members sign a document citing that they believe beyond a reasonable doubt that a prospective member's conduct will be detrimental to the objectives of WASFF; or
    c) A person may be refused membership if they are found by an absolute majority of board members to have caused serious mental or physical harm to a member of WASFF.
    Membership may not otherwise be refused.
    6.4.2 A decision of the board to refuse membership may be for one year, a specified number of years or indefinitely. A decision to refuse membership may be overturned by a special general meeting convened solely for that purpose. The person refused membership shall have speaking rights at the special meeting called to consider the matter.
    6.5 Renewing members
    6.5.1 Further to Regulation 6.2, a person shall apply for renewal of membership to WASFF. The renewal may be automatically preliminarily accepted by an authorised person. Such a person may be authorised by a member of the relevant organising committee or board member or a person delegated to do so by either. Such a preliminary acceptance is subject to review and reversal prior to the next AGM by a majority of 5 members of the board for any of the following reasons only:
    a) An existing member seeking renewal may be denied renewal by a resolution of an absolute majority of members of the board on the same grounds that a person can be expelled. Renewal may not be refused on this ground merely because a member's conduct might be detrimental to the objectives of WASFF at some point in the future;
    b) Renewal of membership may be refused if ¾ (rounded up) of Board members sign a document citing that they believe beyond a reasonable doubt that the member's conduct will be detrimental to the objectives of WASFF;
    c) A person may be refused renewal of membership if they are found by an absolute majority of board members to have caused serious mental or physical harm to a member of WASFF; or
    d) The person has been expelled.
    Membership renewal may not otherwise be refused.
    6.5.2 A decision of the board to refuse renewal of membership may be for one year, a specified number of years or indefinitely. A decision to refuse renewal of membership may be overturned by a special general meeting convened solely for that purpose.
    6.5.3 An expulsion of a member may be reduced to suspension of membership for a specified period of time. An expulsion or suspension, while in effect, renders the person ineligible for renewal. Expulsion, new members consideration and renewal of members consideration shall apply the principals of natural justice in the deliberations.
    6.6 Natural Justice to be Applied
    6.6.1 Expulsion, new members consideration and renewal of members consideration shall apply the principals of natural justice in the deliberations.

    7 COMMITTEES OF THE BOARD

    7.1 The committee may have as many members as the Board feel is appropriate for the task.
    7.2 The committee shall be ad-hoc, and determine its operating procedure at its first meeting under the direction of the Board.
    7.3 The committee may co-opt as members of the committee such persons as it thinks fit, whether or not such persons are members of WASFF.
    7.4 The committee shall consult together as frequently as is necessary to carry out those functions, in such a manner, whether by meeting or otherwise, as the convenor or members in consultation may determine or the Board may direct.
    7.5 The Board may delegate to a committee any powers (except the power of delegation or exclusive powers of the Chairman) conferred on it (whether expressly or by implication) by these rules or by the members voting in general meeting, but the exercise of such powers or the carrying out of such duties shall be subject to confirmation by the Board.

    8 FEES
    8.1 The fee for ordinary membership shall be included with purchase of a full membership of WASFC.
    8.2 The fee for associate membership shall be included with purchase of a day membership of WASFC.
    8.3 The fee for guest memberships is paid for by the Association and they are entitled to the rights and privileges of Ordinary membership.

    9 STANDING ORDERS
    9.1 All meetings of WASFF shall be subject to these standing orders.
    9.2 The Chairman of the meeting shall interpret and apply the standing orders.
    9.3 Subject to the presence of a quorum, meetings shall commence at the time set out in the notice of meeting, and shall continue until all business on the agenda is disposed of or until the time for the closing of the meeting set out in the notice, whichever is sooner, unless the meeting otherwise decides or the attention of the Chairman is drawn to the lack of a quorum.
    9.4 Business shall proceed in the order shown on the agenda and any business unfinished at the close of the meeting shall lapse, but shall be included in the agenda for a subsequent meeting if fresh notice of meeting is given.
    9.5 Any member desiring to speak shall indicate his/her intention to the Chairman by raising his/her hand or by such other method as the Chairman may direct, and shall speak only when called upon to do so by the Chairman, who shall maintain a list of members desiring to speak and shall call upon them in order of his indicating his intention.
    9.6 No member shall speak for longer than three minutes, except that the mover of a motion (but not an amendment) may speak for five minutes when moving the motion.
    9.7 When the Chairman rises to speak, any member speaking shall cease, but may resume if called upon by the Chairman to do so.
    9.8 Except to raise a point of order, members shall speak only to a motion or an amendment that is before the Chairman.
    9.9 No member, other than the mover of a motion or an amendment, shall speak to it unless it has been seconded.
    9.10 A motion or an amendment that is not seconded shall lapse and shall be recorded in the minutes as having lapsed for want of a seconder.
    9.11 If required to do so by the Chairman, the mover of a motion or an amendment shall submit it in writing.
    9.12 A motion or an amendment may be withdrawn by its mover only with the agreement of its seconder and with the leave of the meeting, but a motion shall not be withdrawn while any amendment is under discussion or after any amendment has been passed by the meeting.
    9.13 With the agreement of its seconder and with the leave of the meeting, the mover of a motion may change its wording or may accept amendments to it in which case the amendment will be incorporated in the motion.
    9.14 No member shall speak more than once to any question, except that the mover of a motion (but not an amendment) has a right of reply, which reply shall close the debate unless further amendments have been foreshadowed. For the purpose of this Standing Order, an amendment constitutes a separate question from the original motion and from any other amendment.
    9.15 A member moving a motion or an amendment shall speak to it at the time of moving it, but a member seconding a motion or an amendment may reserve his right to speak but such reserved right shall lapse if, in relation to that motion or amendment, the procedural motion that the question be now put is carried.
    9.16 When an amendment is before the Chairman, discussion shall be confined to that amendment and no further amendments shall be moved until the amendment before the Chairman has been disposed of, although further amendment may be foreshadowed.
    9.17 The Chairman shall, after a motion or amendment has been seconded, call for a speaker against the motion or amendment or for any proposed amendments, and if there is none shall put the motion or amendment to the vote without further delay, and in such cases, the mover shall not exercise his or her right or reply.
    9.18 If two consecutive speakers have both argued for or against a motion or an amendment and if there is no member wishing to argue the opposite view or to move an amendment, the motion or amendment shall be put to the vote without further delay, subject only, in the case of a motion, to the mover's right of reply.
    9.19 Nothing in these Standing Orders shall prevent the mover or seconder of a motion or amendment from voting against it.
    9.20 A member may at any time raise a point of order, which shall take precedence over all other business and which shall be open to discussion, provided that the Chairman may disallow a point of order not raised at the time the alleged irregularity occurred. An explanation or a contradiction does not constitute a point of order.
    9.21 Any member disagreeing with the Chairman's ruling on a point of order may move dissent, and the motion shall be put to debate immediately, the Chairman having stood aside while some other officer presides during the debate, the dissenting member speaking first, followed by the stood-aside Chairman and the vote on the motion of dissent being put immediately following.
    9.22 A member who has not participated in the debate on the question before the Chairman may at any time, whether another speaker has the floor or not, move that the question be put, which motion, if seconded, shall be put to the vote immediately, and, if carried, shall terminate the debate subject only to the mover's right of reply, but debate shall be terminated only in respect of a motion or amendment before the Chairman.
    9.23 During the discussion of a motion (but not of an amendment) a member who has not already participated in the debate may move that the question be not now put, which if seconded, shall be open to debate. If the motion is carried, the meeting shall proceed to the next item of business without further discussion; if lost, the original motion shall be put to the vote after amendments (including those foreshadowed) have been disposed of and the mover has exercised his right of reply.
    9.24 At any time a member may move that the meeting be now adjourned but debate on this motion shall take place only after the motion (if any) before the Chairman has been disposed of.
    9.25 A meeting may resolve to suspend any or all of the Standing Orders. A motion to suspend Standing Orders shall be open to debate and the suspension shall cease no later than the close of the meeting.
    9.26 With the exception of the motion that the question be not now put, no motion that is in the negative shall be accepted by the Chairman.
    9.27 The Chairman shall not accept amendments that do not relate to the intent of the original motion or that are a negative of the original motion.
    9.28 Where a question is put to the vote the ruling of the Chairman that the question was carried, was carried by the requisite majority, or was lost shall be final.
    9.29 No decision made by a validly constituted meeting shall be void due to a departure from these Standing Orders, which was not raised until after the decision had been made.
    9.30 The meeting may resolve to move into or out of a “committee of the whole”, where strict adherence to the standing orders is not required. The Chairman, subject to a resolution of the meeting on the issue, may declare that the meeting has moved into or out of a committee of the whole, as required, to facilitate the smooth transition of business at the meeting.

    10 FURTHER BY-LAWS FOR THE AWARDING OF THE TIN DUCKS
    10.1 There shall be a subcommittee of the WA Regional Science Fiction Convention each year, known as the Tin Duck Awards Committee, which shall be responsible for the presentation of the Tin Duck Awards.
    10.2 The categories of the Tin Ducks shall be discretionary upon the Tin Duck Awards Committee.
    (It is noted that awards have previously been given for the following categories:
    Best WA Professional Writer;
    Best WA Non-professional Writer;
    Best WA production in any medium;
    Best WA non-professional production in any medium;
    Best WA Visual Artwork; and
    The Tin Duck Awards Committee Chair's award).
    10.3 The Tin Duck Awards committee shall pay due attention to both nominations and category suggestions.
    10.4 A "No Award" option shall be available in each category.
    10.5 Postal ballots shall be allowed until a closing date at the discretion of the Tin Duck Awards committee which shall be no earlier than one week prior to the commencement of the convention, and no later than the close of voting at the convention.”
    10.6 Proxy voting shall not be allowed.
    10.7 Completed ballots to be included in the voting may be delivered in person to the convention up to the closing time indicated by the Tin Duck Awards committee, which shall be at least 24 hours after the commencement of the convention.
    10.8 An individual may only vote once in each category and the ballot must be signed.
    10.9 The system used to determine the category winner shall be at the discretion of the Tin Duck Awards committee.
    10.10 The period of eligibility shall be the calendar year prior to the convention.
    10.11 No previously balloted work shall be eligible again in the same category.
    10.12 The ballot must form part of the final pre-convention Progress Report or newsletter, but is not limited to such and must be made available on request after publication. Reasonable postage and handling may be charged to the requester.
    10.13 Eligible voters for the Tin Duck Awards are members of the current WA Regional Science Fiction Convention, including attending and supporting memberships, or are teen attendees as defined in regulation 6.3.2.

    11 OTHER AWARDS
    11.1 The Chairperson may choose to make a “Chair’s Award” to a person or organisation that has made a significant contribution to WASFF or Swancon. The award is intended to be occasional and for contributions in being an organiser over a period of time.
    11.2 The Board may award a “Silver Swan” award for making an overwhelming contribution to WA Science Fiction Community. This award is intended to be very rare and only for the most exceptional achievements.
    11.3 The Board may make other awards to deserving individuals.


    12. Further to regulation 5.11, the amount determined by the board is $10,000. It is intended that this amount be updated each year, using regulation 5.11 as a guide.
    13. For purposes of By-Law 3.4, notification of WASFF general meetings shall be send to an electronic mailing list comprising the collected e-mail addresses of the two immediately preceding Swancons or, if that list is unavailable, the Swancon mailing list; and shall be displayed on the WASFF website and the current Swancon website.
    14. Children attending WASFF events under the age of 12 must be remain under the direct care of a responsible adult member.
    15. Member behaviour at WASFF events shall not be aggressive, offensive or harassing. Such behaviour is not to be tolerated. If a member’s behaviour is inappropriate then it is preferable to indicate to the person that their behaviour is inappropriate. If the behaviour is extremely inappropriate or the inappropriate behaviour continues despite a warning, the convener of the convention organizing committee, or a board member may exclude the member. Such an exclusion may be for up to a day. The member shall comply with such an exclusion and leave the site of the event. There shall be no right of appeal, but the executive of the Board shall be informed of an exclusion as soon as possible and the Board may overrule the decision of it own volition. Such behaviour requiring exclusion may be referred to the board for consideration of expulsion or ineligibility to renew their membership.
    16. Certain items may be inherently dangerous, such as for example martial arts displays etc. These items shall be listed as such in the programme and shall have a notice at the entry to the relevant room. Members assume the risk of attending these events and agree not hold WASFF liable or any damage or injury not covered by insurance. If a member undertakes or contributes to any stupid, dangerous or risky activities then to the extent possible under the law the member waives any rights have against WASFF and shall indemnify WASFF for any injury or damage caused.
    17. The organising committee of a WASFF event shall make reasonable endeavours to protect the well being of attendees of events.
    18. Years in which a person attended WARSFC as a Member, Teen Attendee or Child Attendee are counted for the recognition of number of attendances of the WARSFC. Other years of attendance, such as years as a Child In Tow, Panelist, or Dealer, may be additionally counted; determination of this is by the consideration of the Board.
    19. Core committee positions for the WARSFC organising committee, as noted in Regulations 4.21, include: the Convenor, Treasurer, Secretary, Guest Liaison, Venue Liaison, Program Co-ordinator and Marketing Co-ordinator.
    20. Decision Making within Convention Organising Committee
    20.1 The committee shall use an accountable and appropriate decision making process.
    20.2 By default the decision making process is as follows:
    20.2.1 The committee should attempt to make decisions on a consensus basis,
    20.2.2 If a consensus cannot be reached then a vote may be called.
    20.2.3 Certain decisions may be delegated to committee members.
    20.3 The committee may request authorisation from the CSC to use an alternative decision making process.
    21. Convention Membership Fees
    21.1 Convention organising committee members need only pay, but must pay prior to the convention, the minimum full membership fee, that is, that typically referred to as the “launch membership rate”.
    21.2 All free memberships must be approved as part of the convention’s budget. For the avoidance of doubt committee member and volunteers are not entitled a free membership.

    Last Modified

    These By-Laws were last modified at a WASFF Board meeting on 16th February 2019.
    These By-Laws were renumbered on 15th April 2019.