Administrative & Corporate Governance Policies

Organisation: Sydney Shooters & Hunting Association (SSHA)
Contact: info@ssha.org.au
Membership admin: membership@ssha.org.au

Field	Value
Document status	Club approved
Version	1.0
Effective date	8 October 2026
Next review	8 October 2027
Legal entity	Incorporated association under the Associations Incorporation Act 2009 (NSW)
Regulation	Associations Incorporation Regulation 2016
ABN	40 388 949 185
Shooting range	Range Rd, Cecil Park NSW 2178
Constitution / rules	SSHA Club Constitution (including Appendices 1–4) — prevails on conflict
Financial year	1 July – 30 June
Insurance	Precision Underwriting

1. Purpose

This policy describes how SSHA governs administration, roles, finances, records, communications, and system access so that club operations remain accountable, auditable, and aligned with membership and firearms obligations.

Subject to the Act, the Regulation, the Constitution and all attached appendices, and any resolution passed by the Association in an AGM, the Committee controls and manages the affairs of the Association.

2. Governance structure

2.1 The Committee is responsible for overall direction, policy approval, major financial decisions, and escalated disciplinary/compliance matters.

2.2 Office-bearers and delegated roles act within authorities set by the Committee and the Constitution.

2.3 Day-to-day operations may be performed by authorised administrators, club officers, MOs, and volunteers using permission-based systems.

2.4 Definitions (Constitution): Among others — Committee Member, Ordinary Member, Honorary Member, Founding Member (maximum 10), Secretary (or Public Officer if no Secretary), AGM, SGM, the Act, the Regulation, the Association, and Resolution Committee.

2A. Composition of the Committee (Constitution)

The Committee consists of the office-bearers and the executive committee, each elected at the AGM.
Maximum number of Committee members: ten (10).
Office-bearers:
- President
- Vice-President
- Treasurer
- Secretary
- Public Officer
Executive committee members:
- Captain
- Vice Captain
- Event Manager
- Event Co-ordinator
- Committee Member
Each Committee member holds office until the conclusion of the AGM following election and is eligible for re-election. There is no maximum number of consecutive terms.
A person nominated as a candidate for election as an office-bearer or Ordinary Committee member must be a member of the Association and hold a Governance membership.

2B. Election of Committee members (summary)

Nominations must be in writing, signed by 2 current members, accompanied by the candidate’s written consent, and delivered to the Secretary at least 14 days before the AGM. Ballots (if needed), insufficient nominations, and casual vacancies follow Constitution clauses 15–16.

2C. Casual vacancies and removal

A casual vacancy occurs if a Committee member dies; ceases to be a member; becomes an insolvent under administration; resigns in writing to the Secretary; is removed under clause 17; becomes mentally incapacitated; has left Australia for longer than 12 consecutive months; or is convicted of an offence (State or Federal) including fraud or dishonesty with a maximum penalty of imprisonment for not less than 3 months.

The Association in general meeting may by resolution remove a Committee member before term expiry and appoint another person until that term expires. Written representations procedures apply as in the Constitution.

2D. Powers of the Committee

The Committee:

Controls and manages the affairs of the Association within the Constitution and appendices for its elected duration
May exercise all Association functions other than those required to be exercised by a general meeting
Has power to do all things necessary or desirable for the proper management of the Association

2E. Sub-committees

The Committee may, by instrument in writing, delegate functions to one or more sub-committees of SSHA members (other than the power of delegation itself, or duties imposed by the Act or other law). The Committee may continue to exercise delegated functions and may revoke delegations. Sub-committees must take minutes and provide a copy to the Secretary within seven (7) days.

2F. Office-bearer duties (Appendices 1–2 — summary)

President (Appendix 1): Ensure Committee members are aware of and fulfil responsibilities; comply with laws; conduct business effectively; remain accountable. Preside over meetings; propose policies; monitor performance; act as primary spokesperson; community relations and fundraising leadership; may delegate tasks but retains accountability.

Secretary (Appendix 1): Organise and minute meetings; maintain records and contact details; uphold legal requirements (custodian, quorum, elections, mission alignment); correspondence; AGM activity report; assist Treasurer with NSW Fair Trading association audit requirements. Under the Constitution, if no Secretary holds office, the Public Officer performs that role.

Treasurer (Appendix 2): Manage financial affairs professionally, timely, effectively, and transparently; meet legal requirements and accountability to donors and mission; manage donations and incomings/outgoings; present annual budget; prepare financial reports and taxes for the AGM; work with President, Secretary, and any finance sub-committee.

Membership Officer: Maintains (or causes to be maintained) the register of members under the Constitution.

Founding Members: Remind and assist the Committee in holding AGMs (Constitution clause 22).

3. Roles and system permissions

3.1 Club systems distinguish roles such as admin, committee, club_officer, and member (and more granular permissions as configured).

3.2 Permissions may include (non-exhaustive): member administration; attendance review; fee adjustments; staff sales; firearms acquisitions; finances; events/competitions/calendar; grading; pistol club / probation; hunting moderation; reports (compliance, annual, registry); communications/mailouts; document templates; safe handling; work items; notifications/tasks.

3.3 Access is granted on a least-privilege, need-to-know basis and must be removed promptly when a person leaves a role.

3.4 Sharing admin credentials is prohibited. Actions taken under an account are attributable to that account holder.

3.5 Club officers in supervisor views must only access member information required for their assigned duties (including supervising-officer scoped club-day views where applicable).

4. Membership administration

4.1 Membership applications, renewals, category changes, genuine reasons, and portal access are administered through approved processes and systems, consistent with Constitution Part 3 (including electronic applications, automatic issue on payment, 30-day probation, Secretary rejection powers, and Governance Membership affirmation).

4.2 Administrators may:

Assist with profile and licence record updates
Process staff-assisted sales and fee adjustments
Send portal invites and membership letters
Manage grace/renewal states in accordance with club rules
Revoke access, delete auth credentials where authorised, or anonymise records where policy permits

4.3 Anonymisation / revocation must follow Committee-approved criteria and privacy obligations. It is not a substitute for retaining records required by law.

4.4 Signup blocks and eligibility controls may be used to protect club integrity and compliance.

4.5 The Secretary must record cessation dates in the register when membership ends (including resignation after 1 month’s written notice).

5. Financial governance

5.1 Membership and related payments are primarily processed via Stripe; staff sales, MOTO confirmations, invoices, and manual sales processes may also be used.

5.2 The Treasurer (or delegate) oversees financial reporting, reconciliation, and retention of financial records.

5.3 Fee schedules published publicly are indicative; binding amounts are those charged at sale or advised in writing by authorised staff, or as determined by the Committee under the Constitution.

5.4 Fee adjustments (“waivers” in system terminology) require authorised permission and must be recorded with reason. Constitutionally, fees absorbed by the Association are determined by the Executive Committee; Life Members are granted that entitlement.

5.5 Refunds are exceptional and follow the Terms and Conditions / Committee direction, including the constitutional full refund for Governance Membership not affirmed within 30 days, and probation-rejection refunds under Association refund policy / Constitution.

5.6 Firearms acquisition financials (deposits, fees, disbursements after sale) must follow the applicable acquisition agreement and dealer controls.

5.7 No officer may commit the club to material expenditure outside approved budgets/delegations. Subject to any budgetary decision of the Committee, funds are used in pursuance of the objects of the Association as the Committee determines beneficial.

5A. Funds — source and banking (Constitution)

Funds are derived from entrance fees and annual subscriptions, donations, and (subject to general meeting resolution) other sources the Committee determines, including fundraising social activity.
All money received must be deposited as soon as possible, without deduction, to the Association’s bank or authorised deposit-taking institution account.
As soon as practicable after receiving money, a transaction must be recorded in the Association ledger if applicable (e.g. bank statement or receipt).

5B. Bank signatories and instruments (Constitution)

Two signatories are entitled to access Association bank accounts:
- Committee Treasurer
- Committee Secretary
All cheques, drafts, bills of exchange, promissory notes, and other negotiable instruments must be signed by 2 authorised signatory members if the transacted amount is equal to or greater than $10,000.

5C. Non-profit and winding up (Constitution)

The Association must apply its funds and assets solely in pursuance of its objects and must not conduct its affairs so as to provide a pecuniary gain for any of its members.
On winding up, surplus property is to be transferred to another organisation with similar objects that is not carried on for the profit or gain of its individual members, after debts, liabilities, and winding-up costs are satisfied.

5D. Financial year

The financial year is each period of 12 months commencing 1 July and ending the following 30 June (after the first year from incorporation).

6. Communications governance

6.1 Official club channels include info@ssha.org.au, membership@ssha.org.au, compliance@ssha.org.au, and other authorised addresses.

6.2 Mailouts and broadcasts must:

Use approved templates where required
Respect unsubscribe preferences for marketing mailouts
Avoid unnecessary disclosure of personal information
Be authorised by a person with communications permission

6.3 Compliance and membership lifecycle emails are operational communications and may be sent where reasonably necessary even if a person has unsubscribed from promotional mailouts.

6.4 Public website content (FAQ, licence guide, attendance info) must remain accurate and must not be presented as legal advice.

6.5 Service of notices (Constitution): Notices may be served personally, by pre-paid post, or by electronic transmission to an address specified by the person (including email, text messaging, and private messaging facilities). Deemed service timing follows Constitution clause 40.

7. Records and reporting

7.1 SSHA maintains records for members, attendance, events, scores, finances, acquisitions, and compliance.

7.2 Authorised reports may include compliance dashboards, registry lists, annual returns, operations reports, and finances overviews.

7.3 Official returns and Registry/Police correspondence must be checked by an authorised officer before submission.

7.4 Document templates (letters, forms, acquisition packs) must use current approved versions.

7.5 Retention schedule: The Association retains records for the periods required by common law (and any applicable statute or regulatory obligation that applies to the record type). Records are not destroyed earlier than those requirements allow. Where Precision Underwriting or firearms/dealer rules impose a longer period for a given record, that longer period applies.

7A. Custody and inspection of books (Constitution)

Except as otherwise provided, all records, books, and other documents relating to the Association must be kept in New South Wales at the main premises (custody of the Secretary or a member as the Committee determines) or, if no premises, at the official address (custody of the Public Officer or a member as the Committee determines).

The following must be open for inspection free of charge by appointment with the Secretary at a convenient and reasonable hour:

Records, books, and other financial documents
The Constitution and all attached appendices
Minutes of all Committee meetings and AGMs

Members may view those documents by appointment. The Committee may refuse inspection or copies of records relating to confidential, personal, employment, commercial, or legal matters, or where inspection may be prejudicial to the Association’s interests.

7B. Register of members

See Privacy Policy section 7A and Constitution clauses 3.5 and 7. The Membership Officer maintains the register. Register use restrictions and Police/government disclosure rules apply as set out in the Constitution and Privacy Policy.

8. Conflicts of interest

8.1 Committee members, officers, and administrators must declare conflicts (e.g. personal benefit from a sale, disciplinary matter involving family, contractor relationships).

8.2 Conflicted persons must not decide matters in which they have a material personal interest, unless the Committee expressly manages the conflict in minutes.

9. Procurement, dealers, and third parties

9.1 Engagement of payment, hosting, email, wallet, and other vendors must consider security, privacy, and continuity.

9.2 Dealer activities require strict separation of duties where practicable (intake, approvals, disbursement).

9.3 No private dealing may be misrepresented as club dealer activity.

10. Risk, incidents, and escalation

10.1 Operational incidents (safety, data breach, payment failure, serious misconduct, regulatory enquiry) must be escalated promptly to the Committee / responsible officer.

10.2 Data breach response: contain, assess, notify affected individuals and OAIC where required, and remediate. Privacy contact: info@ssha.org.au.

10.3 Regulatory enquiries from NSW Police / Firearms Registry must be referred to the authorised compliance contact and not answered informally by unauthorised members.

10A. Insurance (Constitution clause 32)

The Association may effect and maintain insurance as required by Association needs and state or federal legislation.
Club insurance is arranged through Precision Underwriting (policy schedule / certificate details to be held by the Treasurer and Secretary).
The insurance policy must not be used by anyone outside the Association using it in the name of the Association.
Use of the policy is limited to authorised events, functions, etc. of the Association through documented minutes.

11. Decision-making and meetings

11A. Committee meetings (Constitution)

The Committee must meet at least 2 times in each period of 12 months.
Additional meetings may be convened by the President or any Committee member.
Oral or written notice must be given by the Secretary to each member at least 48 hours before the meeting (or any other period unanimously agreed).
Notice must specify the general nature of business; no other business except urgent business unanimously agreed before closure.
Quorum: any 3 members of the Committee.
If no quorum within half an hour, adjourn to the same place/hour the following week; if still no quorum, dissolve.
President (or Vice-President, or a chosen remaining member) presides.
Meetings may use technology approved by the Committee that gives a reasonable opportunity to participate; participants are taken to be present and to vote in person.
Questions are decided by majority; the person presiding has a casting vote on equality. Minutes must be documented and a copy given to the Secretary within seven (7) days.

11B. General meetings (Constitution — summary)

AGM: Held within 6 months after close of the financial year (or later time allowed by the Regulation). Business includes confirming prior minutes; receiving Committee/sub-committee reports; electing office-bearers and Committee members; receiving financial statements required under the Act; and may include constitutional change. Must be specified as an AGM in the convening notice.
SGM: May be convened by the Committee whenever necessary, with at least 7 days’ notice. Members may requisition an SGM in writing (including electronic form) stating purpose, signed, lodged with the Secretary; if the Committee fails to convene within 1 month, requisitioners may convene within 3 months.
Quorum: Five members entitled to vote. If no quorum within half an hour, dissolve and adjourn two weeks; at the adjourned meeting, three members constitute a quorum.
President (or Vice-President, or an executive committee member chosen by those present) presides.
Decisions by show of hands or written ballot as directed; chairperson’s casting vote on equality.
Proxy voting is not permitted.
Postal or electronic ballots may be decided by the Committee; participants are taken to be present and to vote in person.
A member is not entitled to vote unless all money due has been paid, or if under 18 years of age. Honorary Members cannot vote or bear office.

11.1 Material policy changes (privacy, terms, firearms compliance, conduct, WHS) require Committee approval before publication or member-facing adoption.

11.2 Urgent safety directions may be issued by authorised officers immediately, with later Committee ratification if needed.

11.3 Change of name, objects, or Constitution: application for registration under section 10 of the Act is made by the Public Officer.

12. Volunteers and officers

12.1 Volunteers acting as MOs, ROs, scorers, or admins are expected to complete any required induction/training [TO BE CONFIRMED].

12.2 WWCC: All Committee members and club officers must hold a valid Working with Children Check. Other officials require a WWCC only where the Committee designates the role (not all officials). See Member Conduct & Protection Policies.

12.3 Officer misconduct in the use of powers (including inappropriate access to member data or favouritism in confirmations) is a serious governance breach.

13. Related documents

SSHA Club Constitution (including Appendices 1–4)
Privacy Policy
Terms and Conditions
Firearms Governance & Compliance Policies
Member Conduct & Protection Policies
Environmental & WHS Policies

14. Policy ownership

Owner: The Club
Approver: The Club
Review cycle: At least annually

On any inconsistency, the Constitution prevails.