The following Bylaws relate to the operational and internal affairs of the organisation, and are not intended to supersede the Constitution nor the Rules of Incorporation. Any contradiction must be ruled in favour of the Constitution and Rules of Incorporation.

1 - Name
2 - Purposes
3 - Membership
4 - Leadership Officers
5 - Club Meetings
6 - Communications
7 - Organisation Finances
8 - Dissolution
9 - Adoption and Amendments

Article 1 - Name

The name of the association is the Victorian Riichi Mahjong Association (“VRMA”, “Vic Riichi”, “Riichi Victoria”, “the Club”, “the Organisation”, or “the Association”).

Article 2 - Purposes

The purposes of the Club are:

• to promote the enjoyment of riichi mahjong in Victoria as a recreational game that is played fairly and honestly;

• to nurture an inclusive and supportive environment that elevates the enjoyment, popularity, and competency of all riichi mahjong players in Victoria;

• to provide opportunities for riichi mahjong players to learn, play, develop, compete, and socialise through in-person and online activities;

• to increase community and social awareness, appreciation, and engagement among members, the broader riichi mahjong community, and the general public.

Article 3 - Membership

Any person who supports the purposes of the Club and agrees to be bound by these rules is eligible for membership. No person shall be excluded solely on the basis of race, ethnicity, religion, colour, national origin, age, disability, sexual orientation, gender identity or expression, mental illness, socioeconomic status or background, neuro(a)typicality, or physical appearance.

Membership is for one calendar year, defined as 1 January through to 31 December of the current year. An individual’s membership shall run from the date of becoming a member through to 31 December of that year. Individuals joining after 1 July are eligible for a pro rata membership fee equal to half the cost of an annual membership.

Membership must be renewed each year by 31 January. Fees and benefits will be set by the Leadership Officers at each annual general meeting. The rights of a member who has not paid the annual fee by the due date are suspended until the fee is paid.

Membership benefits and privileges are detailed separately below.

Members and non-members alike are expected to adhere to the Community Guidelines outlined below.

The Club may take disciplinary action against any member or non-member if it is determined that they have failed to comply with these bylaws or the Community Guidelines, or if they refuse to support the purposes of the Club, or have engaged in conduct prejudicial to the Club,

Article 4 - Leadership Officers

The business of the Club is managed by and under the direction of the Leadership Officers (or Committee). The committee will be responsible for making organisational decisions, meeting agendas, and other administrative affairs.

Any member who is 18 years or over and is entitled to vote at a general meeting is eligible to be elected or appointed as an officer. Members must be able to commit to fulfilling the duties of the position over their term.

Each officer will serve a one-year term of the calendar year.

The Club will have the permanent officer positions: President, Vice-President, Secretary, and Treasurer. In addition, there are additional positions that may be filled: Teaching & Player Improvement, Conventions, Design, and Social Media.

The duties and responsibilities of each position include:

President and Vice-President

• Chairperson for general meetings and committee meetings, setting the agenda and leading the discussion, or delegating this responsibility as required.

• Oversees all projects, providing assistance and guidance where required.

Secretary

• Organises all administrative affairs of the Club.

• Maintains documents and records of the Club, including the register of members.

• Coordinates new and resigning members and any membership benefits.

• Records minutes of general and committee meetings.

• Manages the annual Committee election and any other voting ballots.

Treasurer

• Manages all Club finances, funds, and spending requests.

• Creates the annual budget for committee and member approval.

• Prepares and maintains all financial documents, records, and statements that correctly record and explain the transactions, financial position, and performance of the Club.

• Ensures compliance with all applicable tax laws.

Teaching & Player Improvement

• Creates and runs in-person and online opportunities for player skill growth and improvement at least once every quarter.

• Coordinates any member-specific benefits for player improvement.

Conventions

• Organising riichi mahjong events at conventions and ensuring their smooth operation.

• Sourcing equipment, personnel, sponsorship, and generating ideas for additional riichi mahjong events.

Design

• Designs, produces, and budgets merchandise for club members and general sales.

• Maintains a consistent image for the Club.

Social Media

• Increasing the presence of the Club on social media, including posting at least once a week to the Club social media platforms such as Instagram.

Article 5 - Club Meetings

Club Meetings ('“meetings”, “member meetings”, “steering meetings”) will be held on a monthly basis throughout the calendar year to discuss club affairs. Meeting locations and times will be announced prior to all meetings via the communication channels.

Club Meetings are open to all members. Non-members may attend one meeting, but must register as a member to attend thereafter.

The Committee will convene an annual general meeting within 5 months after the end of each financial year. The location and time will be announced and each member given at least 21 days’ notice of the meeting.

The quorum for the annual general meeting or on any matters requiring a vote is the presence of 10% of all members entitled to vote.

Article 6 - Communications

Communications on Club affairs shall be primarily conducted through the club social media channels, such as the Discord server. Matters requiring formal votes shall be communicated to members directly via email, as well as posted in Discord.

Article 7 - Organisation Finances

The financial year of the Club is each period of 12 months ending on 30 June.

The Club shall not be organised or operated for the profit, personal gain, or other benefit of its members, the people who run it, or any other people. Any surplus, income, or assets of the Club shall be applied solely in furtherance of its above-mentioned purposes, and no portion shall be distributed directly or indirectly to members of the Club except as bona fide compensation for services rendered or expenses incurred on behalf of the Club.

The Treasurer is responsible for completing the annual budget in consultation with the Committee, and will plan for the expected inflows and outflows related to the Club afairs for the incoming year. Club members will be consulted for suggestions on how best to utilise those funds. The completed budget will be communicated to members prior to finalisation and Committee approval and before the new calendar year.

Article 8 - Dissolution

The Club may be voluntarily wound up and dissolved if agreed to by a quorum of three-quarters of Club members.

In the event of the Club being dissolved, the amount that remains after such dissolution and the satisfaction of all debts and liabilities must not be distributed to any members or former members of the Club.

This amount and any surplus assets must be transferred to another organisation with similar purposes, and which is not carried on for the profit or gain of its individual members.

Article 9 - Adoption and Amendments

These Bylaws become effective when approved by a majority vote of the Committee and a majority of member votes, provided a quorum of participating members. If a quorum cannot be obtained, voting will be extended until such quorum can be met.

Any member may propose a revision or amendment to the Bylaws by submitting a proposal in writing to the Committee. The Committee shall decide which proposals will be presented to members for a vote for adoption.

Any proposal for amendment will be announced to Club members through official communication channels at least two weeks prior to voting.

Amendments will be adopted if a quorum of 50% of members have voted, and if at least 50% of votes cast are in favour of adoption.

Approved Bylaws will be posted on the Club website.