Australian Archaeological Society Ordinary General Meeting 23 February 2015

Dear AAA Members

At the request of 20 members of Australian Archaeological Association and according to our Constitution, we are convening an Ordinary General Meeting of the Association. This Meeting is to discuss and to vote on a proposed amendment to the Constitution that mandates the Association to establish and manage a Public Fund. This amendment is by way of an addition to the Constitution. The proposed text for ’The Public Fund’, is provided, below. The proposed amendment will allow AAA to register as a Gift-Deductible Entity with the Australian Taxation Office. Such a change will exempt AAA membership fees from GST and will allow members to claim back tax deductions on donations to AAA.

The meeting will take place at 1-1.30 pm on Monday 23 February at the University of Western Australia’s Crawley Campus in the Social Science Building, Archaeology Department, Room 1.93 (the ‘Fish Bowl’), Perth.

For further information, please contact Sven Ouzman: sven.ouzman@uwa.edu.au

Thanks, Sally
Sally Brockwell

Public Officer, Australian Archaeological Association
Dept of Archaeology & Natural History, School of Culture, History, Language, College of Asia and Pacific, Australian National University, Canberra ACT 0200
Ph: +61 (02) 6125 2217

Proposed addition to the AAA Constitution

The Public Fund

The Association will establish and maintain a public fund
i) The public fund will be named the ‘Australian Archaeological Association Fund’.
ii) The objective of the fund is to support the Association’s cultural purposes.
iii) Members of the public or any legal entity are to be invited to make gifts of money or property to the fund for the cultural purposes of the Association.
iv) Money from interest on donations, income derived from donated property, and money from the realisation of such property is to be deposited into the fund.
v) A bank account will be opened to deposit money donated to the fund, including interest accruing thereon, and gifts to it are to be kept separate from other funds of the Association.
vi) Receipts are to be issued in the name of the fund and proper accounting records and procedures are to be kept and used for the fund.
vii) The fund will be operated on a not-for-profit basis.
viii) A management committee of no less than three members will be appointed by the Association to oversee the fund. A majority of the members of the committee are required to be ‘responsible persons’ as defined by the Guidelines to the Register of Cultural Organisations.
ix) Donations will be deposited into the public fund listed on the Register of Cultural Organisations. Investment of monies in this fund will be made in accordance with guidelines for public funds as specified by the Australian Taxation Office.
x) The ministry with responsibility for the Arts will be notified of any proposed amendments or alterations to provisions for the public fund, to assess the effect of any amendments on the public fund’s continuing Deductible Gift Recipient status.

Requirements of the Public Fund

The Association will inform the ministry with responsibility for the Arts as soon as possible if:
• it changes its name or the name of its public fund; or
• there is any change to the membership of the management committee of the public fund; or
• there has been any departure from the model rules for public funds located in the Guidelines to the Register of Cultural Organisations.

Ministerial Rules

The Association will comply with any rules that the Treasurer and the ministry with responsibility for the Arts may make to ensure that gifts made to the fund are used only for its principal purpose.

Not-for-Profit

The income and property of the Association shall be used and applied solely in promotion of its objectives and no portion shall be distributed, paid or transferred directly or indirectly by way of dividend, bonus or by way of profit to members, employees or office bearers of the Association, except as reimbursement of out-of-pocket expenses incurred on behalf of the fund or proper remuneration for administrative services.

Conduit Policy

Any allocation of funds or property to other persons or organisations will be made in accordance with the established purposes of the Association and not be influenced by the preference of the donor.

Winding-up

In case of the winding-up of the Fund, any surplus assets are to be transferred to another fund with similar objectives that is on the Register of Cultural Organisations.

Statistical Information

Statistical information requested by the ministry with responsibility for the Arts on donations to the public fund will be provided within four months of the end of the financial year. An audited financial statement for the Association and its public fund will be supplied with the annual statistical return. The statement will provide information on the expenditure of public fund monies and the management of public fund assets.

Receipts for gifts to the public fund must state:
i) the name of the public fund;
ii) the Australian Business Number of the Association;
iii) the fact that the receipt is for a gift to a public fund, and,
iv) any other matter required to be included on the receipt pursuant to the requirements of the Income Tax Assessment Act 1997.