DARWIN MASONIC PRECINCT INCORPORATED
Corporate Governance Handbook
APRIL 2023
Note that this document has not been fully edited to align with the DMPI Constitution as amended May 2022, or subsequent Australian Commonwealth or Northern Territory Acts or Regulations. Any subsequent DMPI Regulations that conflict with this Regulation take precedence over this Regulation, unless they also conflict with a Commonwealth or Northern Territory Statute Law or Regulation.
DARWIN MASONIC PRECINCT INCORPORATED
Corporate Governance
INDEX
Membership of the Association 2
Composition of the Committee 3
Proper functioning of the Committee 4
Resolutions without meetings 10
Schedule for the Retention / Disposal of Records 13
Hire of the Hall – General Policy 13
Schedule for the Disposal / Retention of Records 14
Approval to apply for Temporary Variation to consume Liquor 18
Fire & Emergency Evacuation Procedures 23
Corporate Governance checklist 24
Factual Data on the Precinct 27
Associations Regulations 2014 (NT) 29
DARWIN MASONIC PRECINCT INCORPORATED
Corporate Governance Handbook
The Association is established for charitable purposes to
provide appropriate facilities for Masonic and community activities, and
act as trustee of all property held in trust and all improvements already erected thereon and all other assets vested or which may become vested in the Association for the benefit of Masonic activities and not for the purpose of trading or securing pecuniary profit to the members of the Association from its transactions.
The incorporated Body is subject to the NT Associations Act. (“the Act”)
Every person who is a member of a lodge, chapter or order that regularly meets at 23 Stokes Street, Parap is a member of the Association unless he requests in writing that he not be.
The management of the business of the Association is vested in a Management Committee (“the Committee”) which may exercise all the powers of the Association listed below except those matters that the Act or Constitution requires the Association to determine through a general meeting of members.
Subject to the Act, the Association may do all things necessary or convenient for carrying out its object, and without detracting from the generality of their powers, the Association shall have the following powers:
the purchase, taking on lease or in exchange, and the hiring or otherwise acquiring of any real or personal property that may be deemed necessary or convenient for any of the objects or purposes of the Association;
the buying, selling and supplying of and dealing in, goods of all kinds;
the construction, maintenance and alteration of building or works necessary or convenient for any of the objects or purposes of the Association;
the accepting of any gifts, whether subject to a special trust or not, for any one or more of the objects or purposes of the Association;
the taking of such steps from time to time as the committee or the members in general meeting may deem expedient for the purposes of procuring contributions to the funds of the Association, whether by way of donation, subscriptions, or otherwise;
the printing and publishing of such newspapers, periodicals, books, leaflets, or other documents as the committee or the members in general meeting may think desirable for the promotion of the objects and purposes of the Association;
the borrowing and raising of money in such manner and on such terms as the committee may think fit or as may be approved or directed by resolution passed at a general meeting; and securing the repayment of money so raised or borrowed or the payment of a debt or liability of the Association by giving mortgages, charges or securities upon or over all or any of the real or personal property of the Association;
subject to the provision of the Trustee Act, the investment of any moneys of the Association not immediately required for any of its objects or purposes in such manner as the committee may from time to time determine and to direct the sale or transposition of any such investments;
the making of gifts, subscriptions, or donations to any of the funds, authorities, or institutions to which paragraph (a) of subsection (1) of section 78 of the Income Tax Assessment Act 1936, as amended, of the Commonwealth relates;
to enter into arrangements with any Government or authority, body corporate or un-incorporate or organization that may seem conducive to the Association’s objects and to obtain from any such Government, authority or organization any rights, privileges and concessions;
to appoint, employ, remove or suspend such managers, clerks, secretaries, servants, workmen and other persons as may be necessary or convenient for the purposes of the Association;
to enter into contracts indemnity, management contracts, insurance or other such agreements that would create a legal relationship with the Association;
to make, draw, accept, endorse, execute and issue negotiate all transferable instruments;
to dispose of all that income not ordinarily required for the normal business operations of the Association or for the generation of the future income, provided that the disposal is carried out in a manner consistent with the objects of the Association and in accordance with this constitution and having due regard to any legal consideration in force at that time;
to manage and maintain and enter into contracts to manage and maintain the property and premises of the Association in a state consistent with its objects and business operations and in accordance with the agreed terms of any lease thereof;
the doing of all such other lawful things as are incidental or conducive to the attainment of the basic objects of the Association or of any of the objects and purposes specified in the foregoing provisions of this sub-clause.
Also, the Committee may establish one or more subcommittees consisting of the members of the Association the Committee considers appropriate.
The Management Committee consists of
A Chairman and Deputy Chairman who shall be elected from the members at the Annual General Meeting.
Two members from each of the Constituent Craft Lodges appointed by that lodge.
Two members of any Constituent Lodge who shall be elected from the members at the Annual General Meeting.
The Top End District Grand Superintendent, or such other identifiable person representing the Grand Master of The Grand Lodge of South Australia and Northern Territory, shall be an ex officio member of the Committee, with full voting rights.
A Secretary, Treasurer and Public Officer shall be elected from the appointed and ordinary elected members at the first meeting following the Annual General Meeting.
A member of the Committee automatically ceases to be a member if he is absent, without leave first being granted by the Committee, from three consecutive meetings of which reasonable notice has been given.
Committee members should not allow themselves to be lobbied by particular sections of the Association. Third parties who have an interest in matters before the Committee, should be directed to state their proposals in writing to the Secretary so that they can be appraised fully by the Committee. While it is acceptable for Committee members to inform themselves on issues before they are deliberated by the Committee, they should not put themselves in a position where they feel obligated to advocate any particular views. To do so would place the member’s “duty” to sectional interests above the member’s duty to the Association. All members, including those who are elected, are “representative of” not “representatives for” the constituency from which they are appointed. Their duty under the Act overrides any other obligation.
A general statement of the responsibilities and duties of individual committee members is set out in the NSW Supreme Court decision in Bennetts v Board of Fire Commissioners of New South Wales (1967). Justice Street emphasised the heavy responsibilities that rest upon those who accept the public office of membership of a statutory board. Since committee members are appointed or elected, it is worthwhile repeating the complete statement:
“A great many public undertakings are controlled by boards or commissions set up in a manner consistent with the manner in which the present board is set up. By the terms of their statutes, boards such as this comprise a number of persons nominated or chosen by various groups, each of which nominating or choosing groups has a direct interest in the public undertaking controlled by the board. Each of the persons on such a board owes his membership to a particular interested group; but a member will be derelict in his duty if he uses his membership as a means to promote the particular interests of the group which chose him.
The object of providing for interested groups to nominate the members of such a board as this might be said to be threefold: first, one can be confident that an interested group will select a man whose personal qualities and competence equip him for membership; second, it promotes the confidence of that particular group in the board; and third, it ensures that the board, as a single entity, has available in its deliberations the views of all the interested groups. The presence of the second and third elements necessitates in a board member the highest standards of integrity, both in his thinking and in his actions. The consideration which must in board affairs govern each individual member is the advancement of the public purpose for which parliament has set up the board. A member must never lose sight of this governing consideration. His position as a board member is not to be used as a mere opportunity to serve the group which elected him. In accepting election by a group to membership of the board, he accepts the burdens and obligations of serving the community through the board. This demands constant vigilance on his part to ensure that he does not in the smallest degree compromise or surrender the integrity and independence that he must bring to bear in board affairs.
Undoubtedly, there will be differences of opinion between board members. Indeed, it is well that this should be so: sound and wise decisions by the board can only be based upon a full and informed discussion of varying and conflicting views and considerations. Nomination of the individual members and their election to membership by interested groups ensures that the board as a whole has access to a wide range of views, and it is to be expected within this wide range of views that inevitably there will be differences in the opinions, approaches and philosophies of the board members.
But the predominating element which each individual must constantly bear in mind is the promotion of the interests of the board itself. In particular, a board member must not allow himself to be compromised by looking to the interests of the group which appointed him rather than to the interests for which the board exists. He is most certainly not a mere channel of communication or listening post on behalf of the group which elected him. There is cast upon him the ordinary obligation of respecting the confidential nature of board affairs where the interests of the board itself so require.
If the members of boards such as the present board constantly keep before them their overriding duty to the board to promote the purposes for which it exists, then they should have little difficulty in discharging honourably their public duty, and there will be perhaps little likelihood of litigation such as is presently before the court eventuating. Disagreement is to be expected from time to time, having regard to the wide range of problems with which such boards must deal, but it must be disagreement relating to what should best be done in the promotion of the purpose enshrined in the statute, this being the common interest which all the board members must serve.
I have referred earlier to misapprehension existing in relation to these basic truths. For example, in the course of argument in the present suit it was said at one point that the president himself would have to be representing government interests on the board. That was perhaps an incautious suggestion and was quickly withdrawn by counsel once the error was pointed out. But the fact that suggestions of this sort are made is indicative of a view which is apparently held that, because a board member is appointed or elected by a particular group, he owes some overriding obligation or duty to the group which has conferred upon him his status as a member.
The error inherent in this view must be exposed and, for the purposes of emphasis, I repeat what I have earlier said. It is entirely foreign to the purpose for which this or another board exists to contemplate a member of the board being representative of a particular group or a particular body. Once a group has elected a member he assumes office as a member of the board and becomes subject to the overriding and predominant duty to serve the interests of the board in preference on every occasion upon which any conflict might arise, to serving the interests of the group which appointed him. With this basic proposition there can be no room for compromise”.
In addition, a Committee member must not intentionally deceive or defraud the association, members or creditors of the association or creditors of another person or for any fraudulent purpose. Nor must a Committee member, or former Committee member, make improper use of his position or information acquired by virtue of his position so as to gain, directly or indirectly, a pecuniary benefit or material advantage for himself or another person or so as to cause a detriment to the association.
The tone set by a Committee member has a major influence on the Association’s integrity, ethics and values. Acting ethically and with integrity indicates these attributes are valued.
A Committee member must act honestly, in good faith and in the best interests of the organisation as a whole.
A Committee member has a duty to use due care and diligence in fulfilling the functions of office and exercising powers attached to that office.
A Committee member must use the powers of office for a proper purpose, in the best interest of the organisation as a whole.
A Committee member must recognise that the primary responsibility is to the organisation as a whole but should, where appropriate, have regard to the interests of all stakeholders in the organisation.
A Committee member must not make improper use of information acquired as a Committee member.
A Committee member must not take advantage of being in the position of Committee member.
A Committee member must not allow personal interests or the interest of any associated person to conflict with the interest of the organisation.
A Committee member has an obligation to be independent in judgement and actions and to take all reasonable steps to be satisfied as to the soundness of all decisions taken by the Committee.
Confidential information received as a Committee member in the course of exercising those duties remains the property of the organisation from which it was obtained and it is improper to disclose it or allow it to be disclosed, unless that disclosure has been authorised by that company, or the person from whom the information is provided, or is required by law.
A Committee member should not engage in conduct likely to bring discredit to the organisation.
A Committee member is obligated, at all times, to comply with the spirit, as well as the letter, of the law.
A Committee member will behave in a manner consistent with his Masonic values, principles and obligations.
A Committee member will follow good management practice – correct/admonish in private, praise in public. And, as taught “in the decision of every trespass against our rules, judge with candour, admonish with friendship, and reprehend with mercy.”
Members of the Committee owe an overriding duty to maintain the confidentiality in confidential documentation generated by the Committee and correspondence generated or received by the Committee, contents of which may also be privileged.
Disclosure of confidential documents may not only be embarrassing, but may give rise to civil liability for breach of confidence on the part of Committee members. Committee members should also take note of any resolutions made at Committee meetings regarding material which is to remain strictly confidential.
Committee members should also be alert to their obligations to maintain confidentiality with respect to residents and individuals.
In certain circumstances, the actions of a Committee member may give rise to the tort of misfeasance in public office. The tort of misfeasance in public office is committed where a holder of a public office knowingly exceeds powers given to him by virtue of that office and causes damage to a third party. The third party can then entertain an action seeking damages against the official.
Committee members have the security of immunity in respect of anything done or omitted to be done in good faith and without negligence.
Introduction
The Darwin Masonic Precinct Incorporated, (DMPI) is committed to ensuring that disclosure to stakeholders is orderly and informed and is not, or is not likely to be, false. This policy helps members to understand our disclosure obligations and sets out the procedures that must be followed for releasing information to members, the media and the public. It is important that all members with access to information which may have a material effect on the operations of DMPI, read, understand and abide by this policy.
Disclosure Obligation
Any DMPI member should, if he becomes aware of any information that a reasonable person would expect to have a material effect on the operations of the Association, immediately disclose that information to that brother’s lodge representative, the Chairman or Secretary.
Disclosure is not required where:
a reasonable person would not expect the information to be disclosed, and
the information is confidential, and
one or more exceptions applies - including where the information relates to an incomplete proposal or negotiation, comprises matters which are not sufficiently definite to warrant disclosure, is a trade secret or is generated for internal management purposes.
Disclosure of Information
The following procedures are to be followed when any information concerning DMPI is being considered for disclosure:
The information is to be reviewed by the Chairman and Secretary.
The Chairman and Secretary are to determine whether or not the continuous disclosure obligations require the information to be disclosed.
Announcements relating to significant matters or other matters which involve significant financial or reputational risk should be referred to the Committee for approval.
The Secretary is to immediately disclose the information when it is determined that the disclosure obligations require such disclosure.
Stakeholder Communications
The DMPI recognises the importance of maintaining open and effective two-way communications with all stakeholder groups including lodges and orders, members, employees, tenants, Grand Lodge and local communities. For the DMPI to continue to be successful, stakeholders must be informed and their views must be considered.
To achieve this goal, the DMPI is committed to:
Ensuring lodges, orders and members are adequately informed in advance of events that will impact them directly or the DMPI Inc. as a whole.
Listening to and communicating with our members and tenants to serve them better.
Consulting with the community and proactively engaging with our neighbours.
Providing members with full and timely information about the DMPI’s activities.
Communications outside the Association
All communications regarding disclosures between DMPI and relevant stakeholders and external organisations are to be conducted by the Chairman, Secretary or a person authorised by either of them to do so.
Briefings and Presentations
Information provided at briefings and presentations is subject to the disclosure obligations. The following procedures are to be followed in relation to briefings and presentations:
Material to be presented at a briefing/presentation is to be provided in advance to the Secretary to enable consideration to be given to whether any disclosure is required.
Where practicable, a briefing/presentation should be attended by at least two DMPI Executive members. Where this is not possible, the person making the briefing/ presentation is required to keep an appropriate file note or other record of proceedings.
Care must be taken in answering questions at the briefing/presentation to ensure that there is no disclosure of sensitive information which has not been previously disclosed. A question raised at the briefing should not be answered if it would result in the disclosure of sensitive information that has not been previously disclosed.
Rumours and market speculation
DMPI will not generally comment on rumours or speculation.
Inadvertent disclosure
If a member becomes aware of sensitive information which has been leaked or inadvertently disclosed, the Secretary must be informed so consideration can be given to whether disclosure is required.
Breaches
Breaches of this Policy will be regarded with the utmost seriousness and will be subject to appropriate action.
Additional information
If you have any questions arising from this Disclosure Policy, please contact the Secretary.
Any Committee member who either wishes or is required to make a public statement concerning any activities of the Committee shall provide the Committee with a draft of that statement. The statement shall not be released without the Committee’s prior consent.
The Committee recognises the importance of fair and transparent conduct by Committee members in the performance of its duties.
It also acknowledges that Committee members bring with them experience and expertise gained as a result of their private roles as practitioners, academics, members of professional associations and other influential organisations. The Committee benefits from such expertise and is grateful for the service of such well-qualified members.
What is a conflict of interest?
Generally speaking, a conflict of interest arises when a Committee member has a direct or indirect pecuniary or other personal interest for themselves or a family member in a matter that is before the Committee.
Conflict of interest with official duties may arise for various reasons and, as private individuals, Committee members may have interests that from time to time conflict with their duties on the Committee.
In some circumstances, the mere appearance of a conflict could jeopardise the credibility of the Committee. The Committee, in this policy, addresses both real and perceived conflicts of interest.
When a real or perceived conflict of interest exists
The Committee member must, as soon as practicable after the relevant facts have come to his knowledge, declare the fact and the nature, character and extent of that interest at a meeting of the Committee or of a subcommittee (or working party) of the Committee.
A member who has a pecuniary or other interest in any matter in which the responsible Committee is concerned must -
if the member is present at a meeting of the responsible Committee at which the matter is to be considered, disclose the nature of the interest immediately before the consideration of that matter; or
if the member is aware that the matter is to be considered at a meeting of the responsible Committee at which the member does not intend to be present, disclose the nature of the interest to the Chairman or Deputy Chairman of the responsible Committee before the meeting is held.
The member -
must not take part in a decision of the Committee with respect to that interest;
may take part in the discussion in the meeting with the permission of the responsible Committee; and
must, if requested by the Chairman, leave the meeting while any vote is taken on a question relating to the matter.
The Chairman must ensure that a declaration of a conflict of interest under this policy is recorded in the minutes of the Committee or of the subcommittee meeting.
If the Committee member has a direct or indirect pecuniary interest in a contract, or proposed contract, with the association, he must also disclose the nature and extent of the interest at the next annual general meeting of the association.
Avoiding perceived conflicts of interest
To avoid any perception of conflict of interest, Committee members will endeavour to keep their roles as Committee members as separate as possible from their private roles as practitioners, academics, members of peak bodies and other influential organisations.
Does a conflict of interest exist?
If a Committee member is in doubt as to whether he has an actual or perceived conflict of interest, the member must raise the matter with the Chairman, Deputy Chairman or Secretary as soon as is practicable after the relevant facts have come to the member's knowledge.
Committee meetings are normally held at least bimonthly (on Mondays) at the Masonic Hall. An agenda is distributed to Committee members approximately 7 days prior to the meeting. The duration of meetings is between 30 minutes to 3 hours. The committee may vary these guidelines except that at least five meeting must be held in the year between Annual General Meetings.
The Chairman, or in his absence, the Deputy Chairman, must preside at a meeting of the Committee at which he is present.
If neither the Chairman nor Deputy Chairman are present at the meeting, the members present may elect a member to preside at the meeting. The Secretary will initially take the chair and call for nominations for a person to preside over the meeting. That person shall then be elected by the members present.
The person who presides over the meeting has a deliberative vote and a second or casting vote.
A majority of members of the Committee currently holding office constitutes a quorum provided a majority of the constituent lodges are represented.
Standard meeting rules apply. Discussion on topics shall remain relevant and succinct. General discussion and reminiscence on subjects not part of the discussion will be discouraged.
Decisions shall be made by consensus. Where consensus cannot be achieved or the matter under consideration requires a formal resolution, the person presiding at the meeting will call for a vote.
If at least two thirds of the members of the Committee agree, a meeting may be held by means of communication other than being present in the same place. This method cannot be used for the purposes of formal or informal hearings.
Regular attendance at Committee meetings by nominated Craft Lodge representatives is expected. Where a representative knows of an impending absence it is the representative’s responsibility to ensure his lodge is suitably represented at the meeting.
If the Committee has taken reasonable steps to notify each member of a proposed resolution and a majority of members, either in writing or by electronic communication, consent to the resolution (setting out the terms of the resolution) a resolution in those terms is deemed to have been made at a meeting of the Committee held on the day on which the approval is received or the day on which the last approval is received by the Secretary. If this occurs, each member of the Committee must be given a copy of the resolution that was passed.
An essential element in the operation of the Committee is the ability for the Committee to make decisions after the widest possible consultation. With this view Tenant Lodge representatives are required to consult with their Lodges and provide feedback to the Committee in a timely manner.
Reports to Lodges
It is the responsibility of each Craft Lodge representative to ensure his lodge is informed over issues dealt with by the Committee. The representative should encourage appropriate debate on Committee issues within their Lodge.
The nominated representative should table the meeting report issued by the Committee for discussion.
It should be recognised that the formal view of the Committee is expressed through the Committee’s official minutes, meeting reports and other correspondence as written.
Craft lodge representatives should take care when discussing Committee issues with their lodge to ensure personal viewpoints are not misconstrued to be official Committee Policy.
Reports to the Committee
To ensure adequate consideration, lodge views on subjects relevant to the Committee should be supplied through the nominated representative by being tabled at a regular Committee meeting or written direct to the Committee Secretary.
Members of the Committee can raise issues bought to them by individuals. When this occurs it is the member’s responsibility to clearly articulate the topic of the discussion that has been raised by an individual and is not a view of a lodge.
Issues of urgency may be raised with the Executive Committee for consideration out of session. Any decision made out of session will be tabled for endorsement at the following regular Committee meeting.
External Reports
Unless otherwise determined interaction with external persons with the Committee on topics within the Committees jurisdiction shall be through the Chairperson and/or the Secretary/Public Officer.
Members shall refrain from making public comment or commencing unapproved negotiations on issues associated with the Committees activities.
When allowed by the Committee, members can negotiate and consult externally on the Committees behalf.
Issues arising between meetings that require immediate action are to be communicated to and approved by at least 3 of the Executive Committee members.
An important aspect of the Committee is its responsibility and accountability to the NT Department of Justice and the Australian Tax Office, particularly with respect to financial management. It is important, therefore, that the accounting system provide detailed information on Hall and Committee expenditures and revenues.
The system must also provide a trail for the benefit of the Auditor so that areas of concern etc can be easily identified and reported on.
Another important point in respect of a detailed accounting system is that it provides up to the minute information to the Committee representatives in relation to revenue and expenditure against predictions previously calculated.
Funding (revenue) is provided in the form of maintenance levies from the Hall tenants and hirers with additional funds obtained in the form of donations and sales of certain assets.
The DMPI has consolidated its accounts into a Business Extra and a V2 Plus accounts with the ANZ. The signatories to the accounts and other financial documents are the Chairman, Deputy Chairman, Secretary/Treasurer and Public Officer with the Treasurer to operate on the internet individually then forward the activity to one other signatory for authorization. All other operations require two to sign conjointly.
The Treasurer is responsible for the control of all funds for the Committee and is required under NT Incorporations and tax laws to report to the Association annually at a time prescribed by the Constitution and submit annual financial returns to the Australian Charities and Not-For-Profit Commission (ACNC). The Public Officer also submits them to the NT Department of Business, unless they have advised that ACNC compliance is sufficient.
Traditionally the Committee has engaged professional assistance to assist the preparation and Audit of Annual Finance returns.
The financial activities of the Committee revolve around an annual budget of receipts and expenditure with an emphasis on cash allocations on a yearly basis.
See the Regulation -Procurement Guidelines.
Funding for Routine Maintenance
Maintenance items from $500 up to $2,000 can be approved by the Maintenance Manager with one quote and items costing $2,000 and over require three quotes and prior approval by the Committee.
The DMPI Constitution implies a number of duties and responsibilities in relation to its Treasurer. These may be summarised as follows:
a) keep such accounts as are required to be kept by the prescribed requirements;
b) present accounts for the commitment of moneys for expenditure;
c) keep commitments within the amount authorised by Committee from time to time;
d) certify accounts for payments;
e) keep expenditure within the level of the allocation or credit available within the trust or operating accounts;
f) recommend for approval the payment of refunds;
g) keep proper records; ensure any employees of the Committee (directly or indirectly) under the Committee’s control observe the provisions of the financial restraints and conditions so laid down by the Committee;
i) ensure Committee procedures afford proper control over expenditure, receipts and Committee property;
j) when directed by the Committee or a regular meeting of the Committee, review internal audit arrangements for the Committee;
k) when directed by the Committee or in accord with normal ATO rulings and/or Associations Act , prepare annual financial statements in respect of any manufacturing, trading, commercial or like activity under the Committee’s control for audit and presentation to the Committee’s Annual General Meeting; and
l) prepare, issue and update any Accounting and Property directions for the Committee.
Auditors are appointed annually at the Association’s Annual General Meeting.
The Committee maintains records considered sensitive. They may contain personal information. The records also form part of the Masonic history of the Hall and as such, they are historically valuable. The records also provide a resource of information to allow for appropriate decision making in the future.
A repository of Committee records is to be maintained under the superintendence of the Secretary and, in 2013, the Committee agreed that the records could be kept electronically. Information contained within the repository shall be released and utilised at the discretion of the Secretary. Where necessary, approval to have information drawn from the records shall be endorsed by a full Committee meeting.
The Committee shall maintain a Documents Schedule in which all documents and any other item considered by the Committee to be significantly valuable shall be recorded. The Schedule shall list the document in detail, its location and custodian. Any change of status to a document or item listed on the Schedule shall require the schedule to be updated to reflect the change of status.
The Committee can co-opt a member to supervise maintenance of the Documents Schedule.
The Committee has approved the attached schedule for the retention or otherwise of records.
The Committee is the custodian of the assets. Some assets like chairs and tables are movable. Unauthorised removal of assets disadvantages the Hall users. At its February 2010 meeting, the Committee confirmed that no ceremonial furniture or fittings are to be removed from the Lodge Room without prior approval from the Committee.
Schedule
The Committee shall maintain an Assets Schedule. Assets considered by the Committee to be significantly valuable shall be recorded in the Assets Schedule. The Schedule shall list the Asset in detail, its location and custodian. Any change of status to an Asset listed on the Schedule shall require the schedule to be updated to reflect the change of status.
The Committee can coopt a member to supervise maintenance of the Asset Schedule. Maintenance shall be in conformance with Committee policy.
The Committee agrees that the Hall may be hired to suitable applicants. The hours include set and clean up before and after functions.
The Hall Hirer will be requested to complete a separate application for the consumption of alcohol in the event that the hirer is not a member of the tenant Lodges.
The rates are set on a calendar year basis. The rents are determined each June by the committee, considering CPI to period ending 30 March, and other relevant factors. See Regulation R11.
May 2016
This Revision of this Regulation is approved by resolution of the DMPI Management Committee Meeting, Item 7.d, on 9/10/2023.