(Agreed at a Special General Meeting on 28 May 2015)

The HCLG Constitution is necessarily and appropriately a (legal) summary overview document, which cannot and should not seek to provide all of the detail on how the HCLG operates.

There is therefore, in addition to the constitution, the need for operational and management guidelines to guide the work of HCLG. While not formally forming part of the Constitution of HCLG, the following Governance Notes were approved by a Special General Meeting of HCLG on 28 May 2015, at the same time that the new Constitution was adopted, and are seen as providing additional guidance on how HCLG is to run and operate. Underpinning this additional guidance is the principle that all activities and decisions are open, transparent and communicated to the membership. An objective of providing this guidance is to ensure that all members are aware of the basis on which the group operates.


1. Frequency of General Meetings and Date of Annual General Meeting

General Meetings are normally held bi-monthly on the second Thursday of February, April, June, August and October, with the Annual General Meeting usually being held in late-November or early-December.


2. Conduct of General Meetings

General meetings are intended to be for the benefit of all members and are the primary forum for communication within the group. For that reason emphasis is placed on making them interactive and participatory, with detailed administrative and project management related business being handled by the executive committee outside the General Meetings. Members are to be informed of matters to be discussed at meetings, with an agenda circulated by email prior to the meeting. This will include a dot point summary of “Other business” where known. It will also indicate any new funding grants that are available and whether the meeting will include a discussion of such grants.

The agenda of General Meetings should normally comprise:

i. Apologies
ii. Draft Minutes of Previous Meeting - which should have been emailed to members not more than 2 weeks after the previous meeting (Reason – to provide an action list to help ensure appropriate follow up after the meeting)
iii. Matters Arising from the Previous Minutes
iv. Treasurer’s Report – which should have been emailed to members at least one week prior to any meeting (Reason – to allow members to digest the report and seek clarification on it at the meeting)
v. Correspondence In and Out – notification of all such correspondence
vi. Chair’s Report – intended to allow the Chair to provide members with an overview of key activities undertaken by HCLG, including matters considered by the executive committee, since the previous General Meeting (Reason – to keep members informed of relevant matters in HCLG)
vi. Other Business – allows members to raise/query other matters
vii. Guest speakers, etc


3. Communication with Members

Communication with members between meetings will normally be by email, unless the member has advised the Secretary that they cannot receive email communications. It is the responsibility of members to advise the Secretary if they change their email address or if their email service is temporarily unavailable


4. HCLG Projects

Grant availability

Where grants are available for individual on-property projects, members will be informed both by email and at the next general meeting subsequent to the opening of applications.

Where grants are available for group activities, these will be discussed at the next general meeting.

Grant applications and funds received

Members will be informed of details of all grant applications made by HCLG. Where the application covers work for individual properties, information on the members applying for funding and their project will also be given.

Members will also be informed of funds received for projects and the allocation of funds. If there is any variation to the projects for which funding was sought so that not all funds are allocated as per the initial application, allocation of those remaining funds can only be determined subsequent to emailing all members to determine interest and/or at a general meeting where notice has been given that this issue will be discussed.

Members will be required to account for all funding and materials received.

Retrospective funding

HCLG funds cannot be used to cover a member’s expenditure or activities undertaken prior to approval of the activity.

Project and funding beneficiaries

Persons receiving benefit from fencing, tree planting and similar projects for on-property works in which individual members receive grant fund support are expected to be financial members of HCLG. An exception to this is when the group is managing a project which explicitly provides in its design for work on non-member properties.

Projects which have an area-wide / regional significance such as weed control, feral animal control, bird habitat support etc, can be designed and operate so as to benefit both members and non-members, given that effective action in such areas cannot be limited to individual properties but to be effective needs to be implemented on an area-wide scale.

Similarly HCLG sponsored workshops, seminars and field days, etc can also be open to non-members of HCLG.


5. Website

In 2014 HCLG established a website .

The purpose of the website is to communicate to members and to others in the wider community the activities of HCLG. It also serves as an accountability mechanism and provides a record of the group’s activities.


6. Annual General Meeting

The date of the AGM, which is normally held in November or December should be set and normally advised to members at least three months prior to being held, and is normally followed by the HCLG Xmas Party. (Reason – to allow members to ‘save the date’ by putting it in their diaries.) Note that the formal requirement is only for 30 days notice.

Some food costs for the party are typically covered from HCLG funds with members bringing one dish plus their own drinks.


7. Membership Fee and Membership Guidelines

Membership can be taken out either by an individual, or by a single nuclear family group, comprising parents and offspring. Only members over the age of 18 have voting rights.
The membership of a nuclear family can extend to and include associate non voting membership for other family members resident outside the immediate Hovells Creek area.


8. Project Management Costs for Grant Funded Projects

As a general principle HCLG seeks to recover 10% of the total costs of a project to cover project management / administration costs. These costs are paid into the general account of HCLG and used to reimburse members for ‘out-of pocket’ expenses such as telephone and internet / broadband access, computer printing, postage and travel. The balance of funds are to be used to support the general activities and administration of HCLG.


9. Reimbursement of Travel and Accommodation Expenses

Where a member is representing the group in an official capacity then the Committee may approve reimbursement of travel and accommodation/meals expenses to an appropriate level.


10. Group Insurance

HCLG maintain appropriate insurance to provide accident and public liability cover for the group’s activities.


11. HCLG Partnership and Cooperation with other Bodies

HCLG has a policy of working together and in cooperation with regional / State associations and with other Landcare Groups / groups which have complementary objectives.

Equipment Loan Register

Hovells Creek Landcare Group has a collection of equipment, books and DVDs available for loan to HCLG members.

  • Loan Period will be General Meeting to General Meeting.
  • Generally, there will be no charge for loan of equipment, however your name & contact details will be taken and recorded on Equipment/Book Loan Register.
  • Equipment is held by John Baker, and will be brought to general meetings as required.
  • Laptop, Projector & Screen will be held by Landcare Support Officer, and may be used for guest speaker presentations by contacting LSO.


Phone: 0428 630 156
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Books and DVDs will be held by Julie Taylor & John Craig and brought to General Meetings for distribution.

Phone: 0435 020 626
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

If you have any suggestions for new purchases, please contact a member of the executive.


Equipment Held By HCLG

  • 3 bolt cutters
  • 3 Hamilton tree planters
  • Laptop computer
  • Projector, Screen and Loudspeaker
  • GPS
  • Soil sampling auger


Books and DVDs

Reference books held in the HCLG book box

Ashfield, John (2010)
Peacock Publications for Beyond Blue, 326 pages
                excellent resource book on most aspects of mental health

Central West Catchment Management Authority (2008)
                best management practice guide to native grasses in the Central West Catchment

Cosgrove, Meredith (2014)
                good illustrated reference book on forbs, shrubs and trees of the ACT

Costermans, Leon (2009)
                the classic text on trees and shrubs in the Southern Tablelands area

Eddy, D; Mallinson, D; Rehwinkel, R and Sharp, S (1998), GRASSLAND FLORA: A FIELD GUIDE FOR THE SOUTHERN TABLELANDS 9NSW & ACT), Environment ACT, Canberra  156 pages
                good illustrated reference book on grasses of Southern Tablelands

Lindenmayer, D; Claridge, A; Hazell, D; Michael, D; Crane, M; MacGregor, C and Cunningham, R (2003)
                good illustrated practical guide to native animal conservation on farms

Lindenmayer, D; Michael, D; Crane, M; Okada, S; Florance, D. Barton, P and Ikin, K (2016),
WILDLIFE CONSERVATION IN FARM LANDCSAPES, CSIRO Publishing, Clayton South, Victoria  220 pages
                good illustrated, practical guide to wildlife conservation on farms

Lindenmayer, D; Michael, D; Crane, M; Florance, D and Burns E (2018),
                good illustrated, practical guide to restoring farm woodlands for wildlife

Local Land Services Greater Sydney (2015)
                includes plans and construction details for bird boxes for gliders, microbats, parrots & pardalotes

Massy, Charles (2017)
CALL OF THE REED WARBLER: A NEW AGRICULTURE A NEW EARTH, University of Queensland Press, St Lucia, Queensland  569 pages
                a new classic describing Massy’s ground breaking work on regenerative agriculture

Michael, D and Lindenmayer, D (2018)
                good illustrated, practical guide to rocky outcrops and their conservation and management

Munro, N and Lindenmayer, D (2011)
                good practical, illustrated ‘how to’ guide to planting for wildlife

NSW Government (2011), THE FARM DAM HANDBOOK, NSW Government, Sydney  40 pages
                introductory, illustrated rather basic handbook on farm dams

NSW Department of Primary Industries (nd)
WHAT FISH IS THIS: A GUIDE TO FRESHWATER FISH IN NSW, NSW Dept of Primary Industries, 22 pages
                illustrated guide to 60 most common freshwater fish in NSW with their distribution

NSW Office of Environment and Heritage (nd)
                includes photos and details of 31 frogs that live in the area

Rose, H; Kidson, J; Rose, C and Edwards, C (2013)
GRASSES OF THE NSW TABLELANDS, NSW Dept of Primary Industries, Sydney  172 pages
                good illustrated reference book for grasses in HCLG area

Ratchford, A M (2002)
                BSc Thesis – essentially a technical reference resource

Rawlings, K; Freudenberger, D and Carr, D (2010)
A GUIDE TO MANAGING BOX GUM GRASSY WOODLANDS, Dept of Environment, Water, Heritage and the Arts, Canberra  146 pages
                Excellent practical, illustrated guide to managing Box Gum grassy woodlands

Victorian Department of Primary Industries (2008)
                very thorough overview of serrated tussock control and management

Wrigley, J W and Fagg, M (2013)
                revised edition of this encyclopaedic classic work on Australian native plants



Wildlife Friendly & Productive Farms--The Fenner School of Environment and Society, ANU

The Legend of Ben Hall -- based on the true story

Birds of Box-Gum Grassy Woodlands- Caring for Our Country

(Adopted at a Special General Meeting on 28 May 2015)

1. Title

The association shall be known as the “Hovells Creek Landcare Group” [hereafter referred to as HCLG].

The properties on which the members of the Hovells Creek Landcare Group live and work are generally bounded by the Lachlan River and Wyangala Dam to the north and east, the Boorowa River catchment to the west and the Reids Flat road to the south in the central west region of New South Wales.


2. Membership

Any person or family in the community declaring an interest in the objectives of HCLG and living in or occupying land in or adjacent to the Hovells Creek area may, upon application and payment of the membership fee, become a member of HCLG. Membership runs from one AGM to the next (effectively covering a calendar year) and membership fees are payable within three months of the AGM.

Membership fees are levied and apply on a per family basis, and cover all members of a family. Each family member over the age of 18 is, however, eligible to be a voting member in their own right and eligible for election to executive positions.

A member of HCLG may resign by giving to an Executive Committee member written or oral notice of at least one month of their intention to resign. On the expiration of the period of notice the member ceases their membership. The membership secretary shall keep a record of the date of effect of any such resignation(s).


3. Objectives

The key objectives of HCLG are to:
i. Encourage and facilitate individuals in the Hovells Creek area to work together to protect, restore and sustainably manage the natural environment and productivity of the Hovells Creek area;
ii. Support a sense of community between landholders in the Hovells Creek area; and
iii. Provide a forum in which Hovells Creek landholders can share ideas and jointly plan and implement projects and actions relevant to its overall goal of protecting, restoring and sustainably managing the natural environment and productivity of the Hovells Creek area.

HCLG is committed to an inclusive approach to all landowners, whether they are primarily commercial or non-commercial in their orientation.


4. Management

The day to day management of HCLG shall be vested in a committee known as the executive committee.


(a) Executive Committee

The executive committee shall comprise at least four members and may also include one or more ordinary committee members, the number of which are to be determined by the executive committee in consultation with members:

i. Chair
ii Vice-Chair
iii. Secretary
iv. Treasurer and Membership Secretary
v. Ordinary Committee Member(s)


(b) Election

i. The executive committee shall be elected at the Annual General Meeting (AGM) of HCLG and hold office for the ensuing year.
ii. If an office becomes vacant the remaining members of the Executive may appoint a member to that office, to be approved at the next general meeting, or call for nominations from


(c) Public Officer

The AGM shall elect a Public Officer who is responsible for being the HCLG’s official point of contact with the NSW Office of Fair Trading and other Regulatory bodies and is one of the authorised
signatories, although not necessarily on the bank accounts.


5. Executive Committee Meetings

Meetings of the executive committee shall be held as required so as to facilitate the better management of HCLG.

Members of HCLG may be invited to attend these meetings and may be invited to vote on business.

The Chair shall preside as Chairman of HCLG or in his/her absence the Vice-Chair or in his/her absence as decided by the members present at the meeting.

These meetings may discuss any matter the executive committee deems fit but the executive may not distribute benefits (financial or material) without input from ordinary members, unless funding deadlines make this impractical. Members will be advised of matters discussed at the next general meeting.


6. General Meetings and Other Meetings

General meetings of HCLG will usually be held bi-monthly or as determined by the executive committee in consultation with members.

Other meetings and/or activities such as working bees, educational meetings, workshops etc shall be held as required.


7. Annual General Meeting (AGM)

The AGM of members shall be held within the months of November or December.

The Secretary must give members at least 30 days notice of the date fixed for holding the AGM.

The business of the AGM shall include:
(a) confirm the minutes of the preceding AGM;
(b) receive from the executive committee a report on the activities of the association during the preceding year;
(c) receive and consider the annual financial statement; and
(d) elect office bearers of the association and any ordinary executive committee members;
(e) any other business


8. Special General Meetings

The committee may, whenever it thinks fit, convene a special general meeting.

The committee must, on requisition in writing of at least four members, convene a special general meeting. Alternatively the Executive Committee may determine that a Special General Meeting should be held for any reason its judges necessary.

A requisition of members for a special general meeting must:
(a) state the purpose of the meeting,
(b) be signed by members making the requisition, and
(c) be lodged with the secretary.

No business other than that specified in the notice convening a special general meeting is to be transacted at the meeting, unless the meeting coincides with a regular scheduled general meeting.

The executive committee must give at least 30 days notice of the holding of a special general meeting.


9. Quorum for Meetings

At executive committee meetings a minimum of 3 committee members shall form a quorum for the meeting. Meetings may be held by teleconference, email or other electronic means.

At general meetings, the AGM and special general meetings, a minimum of 5 members shall form a quorum for the meeting, and no item of business shall be transacted unless a quorum is present during the time the meeting is considering the item.


10. Voting

A consensus approach to decision making is encouraged.

When voting formally, each family member of 18 years of age or older has one vote only and votes may only be given personally and not by proxy.

The Chair may exercise a deliberate and casting vote where a deadlock in voting arises.


11. Postal/Email Ballots

The association may hold a postal/email ballot to determine any issue or proposal, other than relating to an appeal of a disciplinary matter.


12. Sources of Funds

The funds of the association are to be derived from annual subscriptions of members; donations; grants from government or non-government bodies; or such other sources as the executive committee determines.


13. Finance Records

A true and accurate financial record shall be kept by the Treasurer for monies received and expended by HCLG.

The financial records shall be open to inspection by the members, subject to reasonable practical restrictions.


14. Bank Accounts and Funds Management

HCLG shall hold a bank account(s) in a financial institution(s) as determined by the executive committee into which all monies received shall be paid as soon as possible, with an appropriate receipt being issued.

No cheques or cash shall be drawn on the accounts except for payment of expenditure which has been previously authorised by the executive committee.

Payments shall be authorised by two members of the executive committee, always provided that the two members are not from the same family.


15. Subscriptions

The amount of annual subscription for the following year shall be as determined by members at the annual general meeting preceding that year.


16. Financial Year

The financial year of HCLG shall be from the first of July to the thirtieth of June of the following year.


17. Custody and Inspection of Books and Project Documentation

Members of the executive committee must keep under their custody or control all records, books and other documents relating to the association, including keeping a record of HCLG’s activities and programs.

All records, books, project documentation and other financial documents of the association; a copy of this constitution; and minutes of all committee meetings and general meeting of the association, must be open for inspection by members, subject to practicable arrangements being made for access at a reasonable hour.


18. Amendments

The constitution may be amended only at AGMs or Special General Meetings and only upon 30 days notice being given to all financial members and must be approved by at least 75% of all those members present.


19. Non Profit Group

The assets and income of HCLG shall be applied solely in furtherance of its above mentioned objectives and no portion shall be distributed directly or indirectly to the members of HCLG except as grants towards the purchase by the member of materials/services for a HCLG project or as bona fide compensation for expenses incurred on behalf of HCLG and authorised by the Executive prior to their having been incurred.


20. Resolution of Disputes

Disputes between HCLG members, or between a member(s) and HCLG, and which the Executive Committee or members have not been able to resolve, are to be referred to a community justice centre for mediation under the Community Justice Centres Act 1983.

If a dispute is not resolved by mediation within 3 months of the referral to a community justice centre the dispute is to be referred to arbitration under the provisions of the Commercial Arbitration Act 1984.


21. Disciplining of Members

Any person may lodge a complaint with the executive committee to the effect that a member has acted contrary to the provisions of the constitution or has acted in a manner prejudicial to the interests of the HCLG.

The executive committee may refuse to deal with the complaint if it considers it is trivial or vexatious.

However, a complainant is able to raise the matter at the next general meeting if he/she feels that he/she has not been given a fair hearing. If the complaint relates to funds or other member benefits, relevant documentary evidence must be produced. A complaint relating to a member of the executive committee cannot be dismissed as trivial or vexatious.

If the executive committee decides to deal with the complaint then it must ensure that the member is made aware of the complaint; is given adequate opportunity to respond to the complaint; and must take into consideration the member’s response.

The executive committee may expel or suspend the member if it feels the facts warrant that. However, the member must then be given the opportunity to appeal to a Special General Meeting, with members present taking a secret ballot on whether to confirm or revoke the member’s expulsion or suspension.


22. Dissolution

A motion to dissolve HCLG may only be taken at a special general meeting which all financial members must have been notified of and only upon 75% of the members present approving of the dissolution. In the event of a dissolution of HCLG any assets shall, on the decision of the special general meeting, be transferred to a like group or association having similar objectives and which is a non-profit Landcare organisation exempt from income tax under Section 23 of the Income Tax Assessment Act.

In the event of HCLG being wound up:
(i) every member of HCLG, and
(ii) every person over 18 years of age who, within the period of twelve months immediately preceding the commencement of the winding up, was a member of HCLG, is liable to contribute to the assets of HCLG for payment of the debts or liabilities of HCLG and for the costs, charges and expenses of the winding up and for the adjustment of the rights of the contributories among themselves such sum, not exceeding $10.00, as may be required, but a former member is not liable to contribute in respect of any debt or liability of the Group contracted after he/she ceased to be a member.

View the Threatened Species List

(from Damon Oliver Office of Environment and Heritage)