CONSTITUTION of the Yangjiang Hometown Association of Australia Inc.  

by Yangjiang Hometown Association of Australia Inc.in Uncategorizedon Posted on

(Adopted and implemented at the general meeting on 10th August 2025) 

Chapter I: General Provisions 
  1.  Name of the association

Chinese name is “澳大利亚广东阳江同乡会” (Guangdong Yangjiang Hometown Association of Australia, hereinafter referred to as “the association”) and English name (legal name) is “Yangjiang Hometown Association of Australia Inc.” 

2. Purpose of the Association

To unite fellow Yangjiang people from Guangdong throughout Australia, strengthen ties, promote mutual assistance, and support the integration of new immigrants into Australian society. To actively carry out various friendship activities, enhance exchanges between Australia and China, and serve as a bridge and bond. To promote the welfare of members, safeguard the rights and interests of fellow Yangjiang people, inherit and promote hometown culture, and promote multicultural integration. At the same time, we advocate love for Australia and our ancestral country, adhere to all laws and regulations, and contribute to the development of our hometown and Australia. 

3. The Association adopts the principle of voluntary membership. It is a social organization that connects fellow Yangjiang people from Guangdong living or residing in Australia. It is a non-political, non-commercial, and non-profit organization with the status of a legal entity. 

4. Registered address of The Association

U1 G 55-59 Parramatta Road, Lidcombe NSW 2141 

5. The Association’s website: www.yhaa.com.au
WeChat Group: 澳大利亚广东阳江同乡会 

Chapter II: Members of the Association 

6. Membership 
 
Any natural person, residing in Australia, having reached the age of 18, of good character, willing to abide by the articles of association, meeting one of the following conditions, is eligible to apply for membership of the association: 

  1. The person’s ancestral (including either parent) town is Yangjiang, Guangdong, China, or has lived (including working, living or studying) in the area in the past; or 
  2. The person is a relative or friend of the person mentioned in (1) and is recommended by two formal members. 
     

7. Applying for Membership 
 

  1. The Association’s membership is divided into three categories: Ordinary Member, Life Member and Honorary Member. 
     
  2. To apply for membership, you must use the application form designated by the association and submit the filled form to the person in charge of the association in writing (including electronically). 
     
  3. The Management Committee is responsible for assessment and approval and makes the decision within 28 days of receipt of the application. 
     
  4. After the Management Committee makes the decision, the person in charge of membership registration or the secretary general must inform the applicant of the result of the application within 14 days. 
     
  5. Successful applicants must pay application fee and membership fee within 28 days. 
     
  6. After receiving application fee and membership fee paid by the applicant, the treasurer must inform the secretary general or the person in charge of membership registration to input the applicant’s full name and other information into the membership register of the association for the applicant to become a member of the association. 
  • After becoming a member of this association, except for the circumstances specified in Article 8 below, if the membership fee is paid in accordance with Article 12, the membership will be automatically renewed every year. 
     

8. Cessation of Membership 
 

A member’s membership shall automatically terminate if any of the following circumstances occur: 

1) Death; 
 
2) Resignation of membership; 
 
3) Failure to pay membership dues for more than three months; 
 
4) Termination of membership in accordance with Article 15 of the Articles of Association. 
 

9. Membership is Non-Transferable 
 

  1. Membership and the rights and obligations associated therewith cannot be transferred or assigned to another person. 
  • Upon termination of membership, all rights and obligations of the member shall be extinguished. 
     

10. Resignation or Termination of Membership 
 

A member shall provide the Secretary-General with 30 days’ notice of their intention to resign. Upon expiration of the notice period, the member’s membership shall terminate. 
  
11. Membership Registration 
 

  1. The Association’s membership year covers the period from July 1st to June 30th of the following calendar year (Gregorian Calendar).  
     
  2. The Association shall establish and maintain a register of Association members (in written or electronic form) within New South Wales, recording the personal information of each Association member, including name, age, membership start date, mailing address, telephone number and email address. 
     
  3. When a person’s membership terminates, the Secretary-General shall promptly record the date of termination and delete the relevant personal information from the register. 
     
  4. The Association’s membership register shall be kept in the safekeeping of the Secretary-General. 
     
  5. Members may request inspection of the membership register at a reasonable time but may not request inspection of any personal information other than their personal names. 
     
  6. No member may use or exploit any personal information obtained from the Association’s membership register for any purpose or by any means, except for sending internal Association communications or notices relating to Association meetings to that person as authorized by Management Committee. 
     

12. Membership Fees 
 

  1. New members (including former members) must pay the Association an application fee of $20 and the following membership fees upon joining: 
     
    a) Annual membership fee: $30; or 
     

b) Half-price membership fee for those who join after 1st January: $15. 
 

  • Registered members must pay an annual membership fee of $30 to the Association each year, except for Life Members. 
     
  • Members who pay a one-time membership fee of $500 to the Association become Life Members. 
     

13. Member Rights 
 

  1. Priority access to various activities organized by the Association. 
     
  2. Right to enjoy the various benefits provided by the Association. 
     
  3. Right to elect others and be elected. 
     
  4. Right to vote at general meetings. 
     

14. Member Obligations 
 

  1. Abide by Australian laws and regulations, the Association’s Constitution, and the resolutions of the Management Committee. 
     
  2. Actively participate in various social welfare services organized by the Association and assist in fundraising. 
     
  3. Care for and support the development of the Association. 
     
  4. Proactively maintain the reputation of the Association. 
  • Pay membership fees on time. 
     
  • Proactively recruit new members. 
     

15. The liability of an Association member for the payment of any of the following expenses is limited to the amount of fees that the member is required to pay under Article 12 but has not yet paid: 
 

  1. Debts and liabilities of the Association, 
     
  2. Fees, expenses, and expenses incurred in the liquidation of the Association.  

 
16. Member Discipline 
 

  1. The Management Committee may, with a majority of the valid quorum, terminate or suspend a member’s membership in the Association by resolution if the member: 
     
  2. Refuses to perform or fails to comply with any provision of these Articles of Association or the Management Committee. 
     
  3. Engages in any conduct or speech that is contrary to or detrimental to the interests or image of the Association. 
     
  4. Is deemed to be no longer a suitable member. 
  • The Management Committee will notify the member of the termination or suspension of membership. 
     
  • If the member is dissatisfied with the Management committee’s decision regarding the disciplinary action, they may submit a written request for review to the Management Committee within 14 days, which will then be submitted to the next General Meeting for a vote. 
     
  • If the member fails to appeal within the appeal period or the General Meeting renders a decision accordingly, the termination or suspension will take effect. 
     

17. Dispute Resolution 

Any disputes between members of the Association or between a member and the Association concerning the Association’s Articles of Association must first be resolved through internal mediation by a person designated by the Management Committee, who will convene the relevant parties in accordance with the relevant provisions of these Articles of Association. If mediation fails, the NSW Community Justice Centre or other external dispute resolution agencies may be used for resolution. 
 

Chapter III: Organizational Structure 
 

18. The Association’s organizational structure is a President-Management Committee system. The Management Committee serves as the Association’s daily operational and major decision-making body. It consists of a President, an Executive Vice President, several Vice Presidents responsible for various matters, one secretary-General in Chinese and one in English, several Deputy Secretaries-General, and a Treasurer. 
 
 
19. All members of the Management Committee, including the President, Vice Presidents, Secretary-General, Deputy Secretary-General, and Treasurer, are elected by the General Assembly (except for the members of the first Management Committee, who will be elected by the Preparatory Committee for a two-year term). The term of office of each Management Committee after the first term is five years. The President may be re-elected for a maximum of two consecutive terms (he may continue to serve as President for multiple terms upon the recommendation of more than two-thirds of the Management Committee members).  
 
 
20. All members of the Association’s Management Committee must resign if they encounter any of the provisions of Article 34 (2) (3) of this Constitution. The removal of a member must be approved by a vote of two-thirds of the Management Committee members and will take effect immediately.  
 
 
21. The Association may, based on actual circumstances, grant former members or social figures who have made outstanding contributions to the Association (donated A$5,000 or more) as permanent honorary members. The candidates shall be nominated by the President or Vice President and approved by the Management Committee. Personnel holding honorary positions and consultants are not eligible to vote but may enjoy the membership benefits stipulated by the Management Committee.  
 

22. The main responsibilities of the Management Committee:  
 

  1. To discuss and decide on all the affairs, matters and major plans or matters of the Association.  
     
  2. To listen to and review the Association’s work report, personnel appointments and dismissals, financial budgets and other proposals.  
     
  3. Exercise the functions and powers of the Association in accordance with the Articles of Association. 
     
  4. Be responsible for communication with the Ancestral Family and other Associations. 
     
  5. Submit financial reports to the Fair-Trade Authority each fiscal year in accordance with relevant laws and fulfill legal obligations such as paying registration fees. 
     

23. President: 
 

  1. Lead the overall work of the Association, be responsible for administrative policies, and convene and preside over meetings of the Management Committee. 
     
  2. When the President is unable to preside over a meeting, he or she may designate a Vice President to preside. 
     
  3. In the event of a tie in voting at any meeting, the President shall cast the deciding vote. 
     
  4. Nominate and appoint the Executive Vice President. 
     
  5. Nominate candidates for honorary positions and advisory positions. 
     

24. Executive Vice President and Vice President: 
 

  1. Assist the President in his or her work and actively participate in discussions and implementation of the Association’s major policies. 
     
  2. Under the leadership of the President, and in accordance with the division of labor, be responsible for the organizational work of the relevant departments. 
     
  3. The Executive Vice Presidents are primarily responsible for formulating the Association’s policies, mission, and objectives, publicity, and external relations, and for preparing for general meetings. 
     
  4. When the President is unable to preside over meetings or perform his or her duties, the Executive Vice Presidents shall, upon authorization from the President, assume the duties of the President. 
     
  5. Nominate honorary positions and advisors. 
     

25. Secretary-General and Deputy Secretary-General: 
 

  1. Assist the President and Vice Presidents in handling daily clerical matters. 
     
  2. Issue meeting notices and take minutes in accordance with the Articles of Association. 
  •  The Secretary-General serves as the Association’s public officer, acting as liaison with the government (the Chinese Secretary-General and the English Secretary-General shall decide on their own). 
     
  • Responsible for receiving and sending correspondence from external social organizations and institutions to the Association and then forwarding it to the relevant Management Committee members for processing. 
     
  • The Secretary-General shall properly maintain all documents and records and, upon completion of his or her term, hand them over to the next Secretary-General.  
  • Responsible for the registration of members and proper preservation of the membership register and handing over the register to the next Secretary General when the term of office expires. 
     

26. Treasurer: 
 

  1. Properly maintain the Association’s financial documents and account books. 
     
  2. Ensure that all Association funds are collected and all dues are paid. 
     
  3. Submit a brief financial statement to the President or Vice President on a regular basis (quarterly). 
     
  4. Report on the Association’s financial status annually at the Management Committee meeting. 
     
  5. Report on the Association’s financial status annually to the members at the General Meeting. 
     
  6. If the Treasurer is unable to perform his or her duties, the President may designate a member of the Management Committee, with the approval of the Management Committee, to perform his or her duties. 
     
  7. The Treasurer may not hand over external documents, account books, etc. to anyone without the consent of the Management Committee. 
     
  8. The Management Committee may vote to request an inspection of the financial status, and the Treasurer shall arrange for the provision of documents for inspection within 15 days of receiving such notice. However, the number of inspections shall not exceed two per year. 
     
  9. Upon the expiration of the Treasurer’s term, all financial documents and account books in his or her custody shall be handed over to the next Treasurer. 

27. All members of the Management Committee shall actively participate in all activities of the Association, fulfill their respective responsibilities, and shall not fail to perform their duties without cause. In the event of any violation of this Article, the Management Committee may, depend on the specific circumstances, conduct persuasion, supervision, and rectification. 
 
 

28. General Meetings: 
 

  1. The General Meeting of the Association is the highest authority of the Association. 
     
  2. The General Meeting of the Association consists of the Annual General Meeting and the Special General Meeting. 
     
  3. The Annual General Meeting shall be held annually, from September to October each year, and the Management Committee may decide to advance or postpone the meeting. 
     
  4. The Management Committee may convene a Special General Meeting with the consent of two-thirds of the members of the Management Committee or with the written request of more than 30% (inclusive) of the members. 
     
  5. Notice of the General Meeting must be sent to all members at least 14 days prior to the meeting date by any means, including telephone, text message, private WeChat, the Association WeChat group, the Association website, email, or mail, notifying them of the location, date, time, and agenda of the meeting.  
     
  6. No items on the agenda that are not listed in the notice shall be considered or voted on at the Annual General Meeting or Special General Meeting. 
     
  7. Quorum for the General Meeting: The quorum for a valid general meeting shall be constituted by the presence of at least five voting-eligible members, either in person or via video conference. 
     
  8. The President shall chair the General Meeting. In his absence, the Executive Vice President shall chair the General Meeting. In the absence of both the President and the Executive Vice President, a Vice President shall be designated by the Management Committee to chair the General Meeting. 
     
      
  9. The following items may be on the agenda for a General Meeting: 
     
  10. Confirming the minutes of the previous General Meeting and any subsequent Special General Meeting. 
     
  11. Reviewing the work report of the Management Committee. 
     
  12. Reviewing the financial report of the Management Committee. 
     
  13. Amending the Association’s Bylaws. 
     
  14. Electing the President, Executive Vice President, and Vice President. 
     
  15. Reviewing the removal of the President and Vice President. 
     
  16. Reviewing various proposals, but members may not request the addition of any items to the agenda for a General Meeting.  
     
  17.  Voting: 
     
  18. Voting on resolutions at a general meeting may be conducted by a show of hands, roll call, or secret ballot, as determined by the chairperson of the meeting, depending on the circumstances. 
     
  19. A resolution approved by more than half of the members present, equal to or exceeding the quorum, shall be considered a valid resolution. 
     
  20. Each member may cast only one vote on each resolution proposed at a general meeting. 
     
  21. In the event of a tie, the president or chairperson of the meeting shall cast a second vote. 
     
  22. Proxy, absentee, or proxy voting is not permitted at meetings of the Management Committee or general meetings. 
     
  23. With the consent of the Management Committee, voting at meetings of the Management Committee or general meetings may be conducted by video conference or electronic means. 

29. Meetings of the Management Committee: 
 

  1. Meetings of the Management Committee shall be held at least twice a year, at a location, time, and format determined by the president. 
     
  2. The secretary-general must notify each member of the Management Committee at least three days in advance of any meeting by phone, text message, private WeChat message, WeChat group message, email, or letter.  
     
  3. The notice of the Committee meeting shall include a brief description of the agenda and topics to be discussed. Notices of committee meetings shall be collected two days prior to the meeting. 
     
  4. The presence of at least three current members shall constitute a quorum for the Committee meeting. 
     
  5. If the President is absent, the Executive Vice President shall preside over the meeting. If both are absent, a Vice President shall be designated by the other members present to preside. 
     
  6. If the number of people present at a Committee meeting exceeds the quorum, resolutions passed by a majority vote of the present shall be valid. 
     
  7. In the event of a tie, the President or the Chairman of the General Meeting shall cast a second vote. 
     

30. Temporary Vacancies on the Management Committee 
 

  1. The Management Committee shall remain in operation even if any position on the Management Committee becomes vacant. 
     
  2. In the event of a temporary vacancy on the Management Committee, the Management Committee may, by special resolution, designate a member of the Association to fill the vacancy until the end of the term of the current Management Committee. 
     
  3. If the position of President, Secretary General, or Treasurer becomes vacant, the Management Committee may, by special resolution, designate a member of the Management Committee to fill the vacancy until the end of the term of the current Management Committee. 

 
Chapter IV: Finance and Assets 
 

31. Sources of Funds 
 

  1. The Association’s funds shall be derived from membership fees, donations, interest, and any other legitimate sources approved by the Management Committee. 
     
  2. The amount of the annual fees shall be determined by the Annual General Meeting. If no amendment is made by the Annual General Meeting, the annual fees shall be based on the amount collected in the previous year. 
     

32. Management of Funds and Public Property 

  1. All funds received by the Association (including but not limited to cash, wire transfers, and checks) must be deposited into the Association’s designated bank account as soon as practicable. 
     
  2. Upon receipt of funds, the Treasurer shall issue a receipt and retain a copy. 
     
  3. The Treasurer or a member of Management Committee shall promptly and accurately record any material donations received by the Association and shall also keep a record of their use. 
     
  4. The Association’s assets (including cash and real estate) belong to the Association and shall be managed by the Treasurer and a few members designated by the Management Committee and approved by Management Committee. 
     
  5. Large amounts of Association funds (single expenditure exceeding $1,000AUD) must be used in accordance with the procedures determined by the President of the Management Committee. 
     
  6. The Treasurer is responsible for and supervised by the Management Committee. All checks, bills of exchange, promissory notes, and other negotiable instruments shall be signed by the Treasurer designated by the Management Committee. Any change in the signatory of an account requires the approval of a special resolution by the Management Committee. 
     
  7. Association funds and property may not be embezzled, misappropriated, or arbitrarily transferred by any organization or individual. If any violation is discovered, the Association will take all necessary measures to ensure the return of the funds and make them public. If any illegal activity is discovered, the Association will pursue legal action in accordance with the law. 

33. Accounts and Auditing 
 

  1. Accounts must be kept in clear records and financial statements, and tax returns must be filed on time. 
     
  2. The Association’s financial year follows the Australian fiscal year, which runs from 1st July to 30th June of the following year, a period of 12 months.  

34. Asset Management 
 

The Association is a non-profit corporate entity. 

  1. According to legal regulations, the Association’s funds and assets shall be used solely for Association affairs. The Association may not provide monetary benefits, remuneration, or dividends to any of its members. 
     
  2. The Association’s President, Executive Vice President, Treasurer, and Secretary-General shall assume a fiduciary duty of care for the Association’s legal entity and its property. They shall not abuse their positions for personal gain or engage in any conduct or activity that constitutes a conflict of interest. 
     
  3. No member may engage in commercial or profit-making activities in the name of the Association. Violators shall bear any financial and legal liability arising therefrom. 
     
  4. If the Association dissolves, the remaining assets shall be transferred to other non-profit organizations and shall not be distributed to individuals. The distribution of assets shall be determined by the approval of the Management Committee. 

Chapter V: Amendment of the Bylaws and Dissolution 

 
35. Amendment of the Bylaws:  
 
Amendments to this Constitution must be proposed with the approval of two-thirds of the Management Committee members and shall take effect only upon approval by a vote at the General Meeting. 
 
36. Dissolution:  
 
The Association may terminate its activities only upon a vote of two-thirds of the members present at a special meeting. 
  
 
37. Disposal of Assets:  
 
Upon dissolution, any remaining assets shall be transferred to other non-profit organizations and may not be distributed to individuals. 

The Management Committee shall have the final authority to interpret these Articles. 

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