OTU Association Constitution




Adopted  13 August 2011

This document was distributed with the Scheyvillian Newsletter No 2 1991 Bridges Edition.  The Constitution was adopted at The Association’s Annual General Meeting on Friday, 6th September 1991.  The Constitution was amended to have Youth Leadership Sponsorship as a core objective at The Association’s Annual General Meeting held at Scheyville on Saturday, 2nd October 1993.

The Constitution was further amended in 2010 to reflect the changing (read aging)  nature of our membership, the evolved  operational aspects and in full recognition that The Association has an increasingly imminent  natural ‘sunset’.

Further minor amendments were made in August 2011 as required by the Victorian Government, to allow The Association to be incorporated in Victoria.








O.T.U. means Officer Training Unit.

“Member” means a  Member of The Association,

“Member (s)” refers to all classes,

“Unfinancial Member” means any Member whose subscription is in       arrears by more than six months (Unfinancial Members have no voting or other  rights),

Life Member” is any Member who has been awarded the honour of  Life         membership.

“The Council” means the National Council of The Association

duly constituted to manage the affairs of The Association

The National Executive” is the operating committee headed by the  National Chairman to manage the affairs of The Association on a day to day basis, providing reports to Council and membership.

“The Association” means the Officer Training Unit (O.T.U.) Association, a national body.

“Year” means The Association year, that is from 1st July to 30th June in the   next succeeding year.

“Month” means a calendar month.

“Special resolution” is a  resolution as required by Article 32.b. herewith.


Words importing the singular number only shall include the plural number and vice-versa; words importing the masculine gender only shall include the feminine gender; and words importing persons shall include corporations.


2.       NAME

The name of The Association is the Officer Training Unit Association.  The short title is O.T.U. Association.

3.       PURPOSE

The purpose of The Association is to encourage continuing interest in matters relating to O.T.U. Scheyville.


The Association exists to provide a vehicle for the ongoing connection, networking and support for all those associated with O.T.U. The Association is dedicated to the commemoration and remembrance of the Scheyville experience and the contribution made to Australia by  all those involved. The Association seeks to provide fellowship for its Members. The Association also encourages and supports the development of leadership in young Australians. This is best summarized as:

Let’s keep the blokes together (Ray Elder- 2010)


a.       Promotion, maintenance and fostering of fellowship between Members;

b.       To preserve and maintain interest in O.T.U., its properties, traditions and memorabilia within the civilian and military communities;

c.       To preserve the memory of those Members who have suffered, died or been injured in the course of their duty for Australia;

d.       To promote youth leadership and development training in order to provide a  life enhancing opportunity to young Australians.



The Association shall be constituted of Members,  Life Members and Honorary Members. Only Members and Life Members may vote on any issue. Unfinancial Members cannot vote.

Subject to the terms of this Constitution, the following may become Members:

a.      All graduates of The Officer Training Unit conducted by the Department of Army (1,803 Graduates).
b.      National Servicemen and Air Cadets who attended the Officer Training Unit but did not graduate.
c.      Directing and administrative staff.
d.      Officer Cadet School (O.C.S.) “overflow” , and Direct Entry Officers  who trained at Scheyville.
e.      University  of N.S.W. Regiment Officer Cadets who underwent intensive full time  training at Scheyville rather than spend two years in part time training to gain their Commission

f.       Life Members. Members who have provided exceptional service to The Association can  be nominated for Life Membership by any Member and can be approved by a majority vote of The Council.                    Life  Members do not pay subscriptions.

g.      Honorary Members. Other persons deemed worthy.  Honorary Membership status will be retained for a period of twelve (12) months at a time but may be extended annually at the discretion of                       The Council for periods not in excess of twelve months.
h.      Honorary Life Members. Eminent persons who have rendered distinguished service to the OTU Association or the Australian Community as a whole and who are voted Honorary Life Members by                      a  General Meeting of The Association on the recommendation of The Council.




a.       All people who  are described in Article 6 a to e above  are eligible to join The Association as  Members.

b.       The Council may appoint Honorary Members and will make recommendations for Honorary Life Membership to a General Meeting of The Association.   Members of The Association, may recommend to Council candidates for appointment as Honorary Members.

c.       Particulars of each nomination for Honorary and Honorary Life Membership shall be brought to the notice of Members in such ways as The Council may determine at least fourteen (14) days prior to consideration of the nomina­tion by The Council.  Any  Member desirous of raising any objection to the election of a candidate shall do so in writing to the Secretary within fourteen (14) days of the promulgation of the nomination.



The Membership Officer  shall notify new Members of their entitlements and shall request the proportion of the annual subscription due.  Members joining after 1st December shall pay only half the subscription for that year.  Should a new Member fail to pay the annual subscription within one calendar month of his notification of membership, his membership shall be deemed void.  Life and Honorary Members are not required to pay an annual subscription.


There will be no entrance fee for membership to The Association.  The annual subscription for Members shall be such amounts as The Council of The Association shall decide at a meeting of  The Council.  The subscription payable on admission of The Association shall entitle the Member rights, privileges and benefits of The Association and to wear The Association Tie/ Lapel Badge/Pullover.  The annual subscription is due on 1st July each year, and shall be payable within one calendar month of that date.  The status of Members who do not pay the annual subscription shall be in accordance with the provisions of        Article 36.  Honorary and Honorary Life Members may purchase and wear The Association memorabilia.

The National Executive has the authority to make decisions regarding waiver of subscriptions and assistance to Members, in the context of the objectives of The Association on a case by case basis.



The Association is to consist of the following organizational structure:

  • National Council
  • National Executive
  • State and Territory Chapters



The Council is the governing body of The Association and is responsible for its  effective and legal operation, compliance, accounting and statutory reporting. The Council represents the States and Territories interests and is responsible for approving any recommendations for change to the Constitution.

It is essential that proper governance is achieved through consistent good management and agreed policies and processes. Outcomes must be transparent to all Members.

The Council shall have power to:

a.       Make By-Laws under this Constitution and to alter, amend or rescind the same.  Such By-Laws shall have full force and effect provided they are not inconsistent with this Constitution.

b.       Approve ordinary expenditure of funds of The Association.

c.       Decide the depreciation rate for the property of The Association.

d.       Appoint/approve the appointment of Life Members

e.       Appoint honorary staff and committees not elsewhere mentioned.

f.       Recognize the establishment of and composition of State and Territory Chapters of The Association.



The business and the affairs of The Association shall be under management of The Council which shall consist of:

  • The National Executive (see below)
  • The Immediate Past Chairperson
  • The Chairperson of each State or Territory Chapter



The National Executive may be rotated every two years, providing that there is suitable interest and capability expressed  by a potential replacement, or may continue in any one State should Members so agree.

The National Executive is responsible for:

  • Advancing the objectives of The Association
  • Providing general administration of The Association.
  • Managing the finances of The Association and approving expenditure of funds
  • Ensuring that three years projected running expenses are maintained as working capital at all times during the operation of The Association.
  • To consider and recommend, where appropriate, to The Council any requests from State/Territory Chapters  for funding that comply with the Constitution and the Objectives of The Association
  • Considering and proposing changes to the Constitution of The Association as changes are proposed or warranted.

In addition the National Executive is to:

  • Meet at least quarterly to address Association matters
  • Keep records of its meetings as minutes and distribute these to The Council
  • Action agreed items in a timely and efficient manner.
  • Maintain appropriate books of account and ensure that these are audited annually,
  • Issue a newsletter (Scheyvillian) at least twice annually
  • Determine annual membership fees and arrange subscriptions annually, and
  • Maintain any donations for youth leadership or development in a separate and identifiable account.



The National Executive consists of:

  • Chairman,
  • Vice Chairman,
  • Secretary
  • Treasurer:
  • Membership Officer
  • Quartermaster
  • Youth Leadership Officer
  • Editor- Scheyvillian,
  • Webmaster
  • Memorabilia Officer
  • General committee members.



  • Lead The Association and its activities with due regard to the Constitution and the interests of the Members.
  • Preside over meetings
  • Represent the OTU Association at relevant functions
  • Ensure the OTU Association is managed according to the Constitution.



  • The Vice-Chair is to represent the Chairman as required and assist the Chairman in the effective leadership of The Association.



  • The Secretary shall be responsible for the general administration of the affairs of The Association and shall act in such manner as The Council/National Executive  may from time to time direct.
  • The Secretary is to maintain and distribute minutes of the meetings of the National Executive.
  • Effectively deal with all communication, and ensure that all notifications regarding meetings are communicated in accordance with the constitution.
  • Ensure the safe custody of all relevant documents and securities as may be determined by the National committee from time to time.
  • Ensure that all relevant records and securities are available for the inspection of Members.



  • The Treasurer shall keep the accounts of The Association and shall be responsible for the prompt banking of all monies received and for such disbursements as The Council/ National Executive may from time to time approve.
  • He shall within two months after the 30th day of June in each year prepare a Statement of Accounts and Balance Sheet as at that date and shall submit them and such other records as may be required for audit to the Honorary Auditor.
  • The Treasurer is to maintain the accounts of the OTU Association in accordance with the accounting standards and the business rules of the OTU Association.
  • Present a Statement of Accounts quarterly and supporting bank statements at each National Executive meeting.
  • The Treasurer is responsible to make payments and to distribute funds approved by The Council/National Executive .
  • The Treasurer will prepare an annual budget for consideration by the National Executive by 30 May for each forthcoming July – June financial year.
  • Maintain an account of any donations for youth leadership or development in a separate and identifiable account.



  • The Membership Officer is responsible for the maintenance of the Membership Roll,  containing   the name, address and contact details of each Member.
  • Maintaining The Association mailing list.
  • Periodically conducting membership drives.
  • The Membership Roll shall be made available for inspection upon a request being received from a Member.




  • The Quartermaster is responsible for the accounting for, and maintenance of, items for sale to Members.
  • Procurement and maintenance of sufficient stocks of agreed merchandise for purchase by Members or donation to relevant recipients.



  • To coordinate The Association’s youth leadership activities
  • To research and pursue worthy youth activities for Association support.
  • To accept and review proposals for Youth leadership activities and submit for consideration by the National Executive.
  • To encourage State/Territory  Chapters to seek Youth Leadership activities and programs for sponsorship in their States




To source articles and publish an Association Newsletter   (Scheyvillian) not less frequently than twice per year.




The Web Master is responsible for the design, development and maintenance of the OTU Association web site and other appropriate electronic networking sites.




  • The Memorabilia Officer is responsible for maintaining a record of the location of memorabilia of OTU and The Association.
  • Seek to locate and retrieve relevant memorabilia to place in appropriate venues.


The office of an officer of the Association, or of an ordinary member of the committee, becomes vacant if the officer or member:

(a)  ceases to be a member of the Association; or

(b)  becomes an insolvent under administration within the meaning of the Corporations Act; or

(c)  resigns from office by notice in writing given to the Secretary.




A suitably qualified person shall be appointed as Honorary Auditor at the Annual General Meeting.  The auditor shall examine the books and accounts of The Association and shall report on the truth and fairness of the Statement of Accounts and Balance Sheet which shall be presented to each Annual General Meeting.



a.       Any office bearers may, subject to re-election annually, serve for an indefinite period.

b.       At each Annual General Meeting of The Association The Council and National Executive shall be elected for the ensuing year.  Candidates, who must be  Members, shall be nominated in writing by two (2)  Members of The Association and every person so nominated shall indicate on the form of nomination his willingness to serve.  Nominations shall be lodged with the Secretary at least fourteen (14) days before the date of the Annual General Meeting.  In the event of there being more nominations than vacancies for The Council/National Executive, or for any office thereon, the matter shall be decided by election at the Annual General Meeting.  Notwithstanding anything herein before mentioned, if there shall be no more nomina­tions lodged than vacancies, those nominations shall be deemed to be duly elected by the Members and nominations for any remaining vacancies may be made at the Annual General meeting.  Candidates so nominated shall either be present or have signified in writing their willingness to stand.  If these shall be more than the remaining vacancies, the matter shall be decided by election at the meeting and, if not, any vacancies still remaining shall become casual vacancies in the terms of     Article 26(c).    Casual vacancies which may occur during the year shall be filled by the   appointment and persons so appointed shall retire at the next succeeding Annual General Meeting but shall then be eligible for election in the normal manner.



The Council shall meet at least once each year on such a date and at such a time as the Chairperson or representative shall decide.  At meetings of The Council four Members present shall constitute a quorum.  Video or telephone conference hookup facilities may be used. Each State/Territory may nominate a proxy to represent their Chairman at a National Council meeting. Proxies must be financial Members of The Association.

The National Executive is to meet at least quarterly.





The key components for encouraging and championing the objectives of The Association are the State and Territory Chapters. These are empowered to conduct the business of The Association within each State or Territory.

a.       Each State or Territory in which graduates reside will be entitled to form a Chapter of The Association.

b.       All financial Members of The Association will be allocated to one State or     Territory Chapter of The Association.  This will normally be the State or Territory in which the Member resides.

c.       Each State or Territory Chapter is to elect a Chairperson, Secretary and such other officer bearers as are deemed necessary.  The elected Chairperson is responsible to represent the views of the Members of this Chapter to The Council and National Executive .

d.       Subscription Rebates. State or Territory Chapters can request that 20% of their Members’ annual subscription be rebated annually based on the number of financial Members as at 31 May each year. The request is  to be received by 31 Dec of the year in question and is to be accompanied by the annual financial reports from the respective chapter.


e.      Donations for Youth Leadership. State or Territory Chapters may also request that all leadership donations made with annual subscriptions i.e. above and beyond the subscription agreed in Clause 9, be refunded for their (the State or Territory Chapter’s) youth leadership training purposes. Donations not claimed will remain in a central pool and can be  requested by any State or Territory Chapter Member for use for similar or appropriate purposes as approved by National Executive. Donations not used for youth leadership remaining at the closure of The Association are to be dealt with in accordance with Article 45.

f.       State or Territory Chapters can request funding from the National Executive  for  special projects that comply with the Objectives of The Association.

g.       Each State or Territory Chapter is to consider gaining incorporation in their State/Territory according to their respective legislative requirements.

f.      State or Territory Chapters can request funding from the National Executive  for  special projects that comply with the Objectives of The Association.

g.     Each State or Territory Chapter is to consider gaining incorporation in their State/Territory according to their respective legislative requirements.




a.       Notification

The Annual General Meeting of The Association shall be held as early as possible after the last day of June in each year and not later than the thirteenth (13) day of September.  Twenty one  (21) days notice of such meetings shall be given in writing or via email to all  Members specifying the place, date and time of meeting and, in the case of any special business to be considered, the notice of motion setting out the general nature of such special business shall be included.

The non-receipt by one or a minority of  Members of the notice of such meeting shall not invalidate the proceed­ing of the meeting.  All business shall be deemed special that is transacted at an Annual General Meeting with exception of the consideration of the Annual Accounts.  Balance Sheet, Reports from the Chairperson and any Committees, the election of Office Bearers and general guidance on the program of activities, etc. for the ensuing year.  At any Annual General Meeting twenty (20)  Members present in person and/or by proxy shall constitute a quorum.

b.       Chairperson

At the Annual General meeting the Chairperson shall take the Chair or in his absence may delegate a Chairperson to preside.  In the absence of a Chairperson, any Councillor present may be elected by the Members present to preside and, whilst so presiding, shall have all the powers and perform all the functions of the President.

c.       Voting at Annual General Meetings

(i)      Only Members present in person and/or by proxy shall be entitled to vote at any Annual General Meeting and each  Member present other than the Chairperson shall have only one vote.

(ii)     Except as prescribed in Article 39 for alterations to this Constitution, a simple majority of those voting shall carry the issue.

(iii)    In the case of an equality of votes, the Chairperson shall have second or casting vote.

d.    Adjournment of Annual General Meeting

(i)    If half an hour after the time appointed for an Annual General Meeting, a quorum of  Members is not present in person and/or by proxy, the meeting shall stand adjourned until the same time of day in fourteen (14) days time.  If a quorum is not present in person and/or by proxy at the subsequent meeting the  Members present in person and/or by proxy shall be considered to form a quorum.

(ii)  The Chairperson at any Annual Meeting may with the consent of the Meeting adjourn such meeting from time to item or place to place, but no business shall be transacted at such subsequent meeting other than the business left unfinished at the meeting from which the adjournment took place.



The Council shall on a requisition in writing signed by at least ten (10)  Members convene a Special General Meeting to deal with such business as is set out in the requisition.  At least twenty one (21)  days notice shall be given to  Members in writing of a Special General Meeting specifying business covered by the requisition which is to be considered at the meeting.  The non-receipt by any  Member of such will not invalidate the proceedings of the meeting.  Twenty (20)  Members present in person and/or by proxy shall constitute a quorum.  Article 30 b, c and d  above shall also apply to Special General Meetings.



a.    Subject to this Constitution all Members shall be entitled to attend and vote at all Annual and Special General Meetings and attend all other functions of The Association.  Honorary Members and Honorary Life Members may attend functions etc., unless The Council shall decide to the contrary, but shall not be entitled to attend General or Special Meetings or to hold office.  Unfinancial Members as defined in Article 1.b.  shall be entitled to attend General or Special Meetings of The Association but shall not be entitled to vote at such meetings or to hold office.

b.   A special resolution must be passed by the association if it intends to:

i.           Make alterations to the rules or the statement of purpose

ii.          Alter the name of the association

iii.         Amalgamate

iv.         Wind up.


Special Resolutions require a minimum of 21 days notice to members and must    be    passed by three quarters of the members of the association  at the meeting, who are entitled to vote.


c.    Except for matters that require a Special Resolution as specified in Article 32 b.,

other matters may be passed by a simple majority.




State and Territory Chapters are responsible for planning and arranging functions in their State or Territory.  A program of functions should be planned as far ahead as possible and cause such program to be circulated to Members via newsletters.  Such programs should also be forwarded to the National Executive for information and promulgation in the Scheyvillian.


34.     FINANCE

a.       Banking

An account in the name of The Association shall be maintained at an appropriate branch of a recognised financial institution as approved by The Council and the monies received by The Association shall be paid into this account and disbursements made from it.  Cheques and other documents relative to this account shall be signed by two officers as The Council shall from time to time decide, normally Chairman, Treasurer, Deputy Chairman or Secretary.

b.         Application of Income

The income and property of The Association wheresoever derived shall be applied solely towards the promotion of the Purpose and Objectives of The Association, and no portion thereof shall be paid or transferred, directly or indirectly, by way of dividends, bonus or otherwise howsoever by way of profit or gain to the individual Members of The Association.  Provided that nothing therein shall prevent the remuneration to any officer or servant or to any Member of The Association in return for any services actually rendered to The Association nor prevent the payment of out of pocket expenses interest or money lent or reasonable and proper rent for premises demised or let by any officer or servant of The Association or Member of The Association.

c.         Funds

The funds of the Association shall be derived from annual subscriptions, donations and such other sources as the committee determines.



A Member may resign by giving notice in writing to the Secretary such resignations being accepted subject to the return to The Association of any books or other property in the possession of the retiring Member or its replacement, and to the payment of all outstanding dues.



a.       All Member whose subscription is in arrears for a period in excess of six months is deemed to be an unfinancial Member.

b.       At the discretion of The Council, an Unfinancial Member may be removed  from The Association mailing list.

c.       An Unfinancial Member may regain  Membership at any time by the payment of the annual subscription for the current year.

d.       An Unfinancial Member has no voting rights.



Any Member considered by The Council to be guilty of improper conduct shall be reported by The Council to a General Meeting of The Association for consideration of his removal from the list of Members.  Such Member shall be given fourteen (14) days notice in writing by the Secretary of the intention to consider his case and should  Members present at the meeting and voting so decide he shall cease to be a Member of The Association.  Persons so removed from Membership shall not be eligible for re-election or refund of subscription.




a.    The grievance procedure set out in this rule applies to disputes under these    Rules between:

(i)     a Member and another Member; or

(ii)     a Member and The Association.

b.     The parties to the dispute must meet and discuss the matter in dispute, and, if possible, resolve the dispute within 14 days after the dispute comes to the attention of all of the parties.

c.      If the parties are unable to resolve the dispute at the meeting, or if a party fails to attend that meeting, then the parties must, within 10 days, hold a meeting in the presence of a mediator.

d.        The mediator must be:

(i)     a person chosen by agreement between the parties; or

(ii)     in the absence of agreement:

in the case of a dispute between a Member and another Member, a person appointed by the committee of The Association; or

in the case of a dispute between a Member and The Association, a person who is a mediator appointed or employed by the Dispute Settlement Centre of Victoria (Department of Justice).

e.       A Member of The Association can be a mediator.

f.        The mediator cannot be a Member who is a party to the dispute.

g.     The parties to the dispute must, in good faith, attempt to settle the dispute by   mediation.

h.      The mediator, in conducting the mediation, must:

(i)     give the parties to the mediation process every opportunity to be heard; and

(ii)     allow due consideration by all parties of any written statement submitted by any party; and

(iii)     ensure that natural justice is accorded to the parties to the dispute throughout the mediation process.

i.     The mediator must not determine the dispute.

j.      If the mediation process does not result in the dispute being resolved, the parties may seek to resolve the dispute in accordance with the Act otherwise at law.




A person ceasing to be a Member shall forfeit all rights to the claims upon the funds and privileges to which, as a Member of The Association, he may be entitled.



No alteration shall be made to this Constitution except on a proposition submitted to a General Meeting of The Association and approved by a majority of three-quarters of those  Members present in person and/or by proxy and voting.  No alteration or amendment of the Constitution shall be made except by a resolution at an Annual or a Special General Meeting of the Members, or which twenty one (21) days  notice shall be given in writing by the Secretary to  Members.  Such notice shall state the exact nature of the proposed alteration or amendment.  The non-receipt by one or a minority of  Members of the notice of such a meeting shall not invalidate the proceedings of the meeting.


410.   BADGE

The Association shall adopt an insignia for use as a badge on Association stationery and for other appropriate purposes.



The Council shall insure any property of The Association against loss and/or damage by fire, explosion, lightning, storm, flood and water and/or theft.


The liability of a Member of The Association to contribute towards the payment of the debts and liabilities of The Association or the costs, charges and expenses of the winding up of The Association is limited to the amount, if any, unpaid by the Member in respect of membership of The Association as required by Article 8.


The Association, if and when appropriate may seek incorporation under the appropriate legislation.




a.   The Association has a finite existence, due to those eligible for   membership   being a defined age group, and it is important to describe how it is intended that any funds be distributed at that time.

b.    At a time when it is considered by the National Executive that there is insufficient interest or membership to viably continue The Association it should recommend to The Council that The Association be wound up. The National Executive is to make recommendation to Council on the disbursement of any funds, after payment of any outstanding debts. This recommendation should be in line with the Objectives of The Association.

c.    The Council is charged with the responsibility of ensuring the proper distribution of these funds and the formal closing of The Association.

d.  In the event of the winding up or the cancellation of the incorporation of The Association, the assets of The Association must be disposed of in accordance with the provisions of the relevant Act.

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