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Club policies
Committee structure, finances, records, meetings, insurance, and administrative authorities.
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 |
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.
2.1 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.
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.
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.
The Committee:
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.
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).
3.1 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).
4.1 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:
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).
5.1 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.
The financial year is each period of 12 months commencing 1 July and ending the following 30 June (after the first year from incorporation).
6.1 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:
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.
7.1 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.
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:
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.
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.
8.1 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.
9.1 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.
10.1 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.
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.
12.1 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.
Owner: The Club
Approver: The Club
Review cycle: At least annually
On any inconsistency, the Constitution prevails.
