PART 6 - GENERAL MEETINGS

38. Convening general meetings

(1) The Association must hold its first annual general meeting within 18 months after its incorporation.

 (2) The Association must hold all subsequent annual general meetings within 5 months after the end of the Association's financial year.

(3) The Committee -

(a) may at any time convene a special general meeting; and
(b) must, within 30 days after it receives a request under clause 39(1), convene a special general meeting for the purpose specified in that request.

39. Special general meetings

(1) Special General Meetings of the Council may be called at the discretion of the Chairperson (or when absent, the Deputy Chairperson) or shall be called upon by the written request of no less than four Committee Members.

(2) The Secretary must give to all members not less than 21 days notice of a special general meeting.

(3) The notice must specify -

(a) when and where the meeting is to be held; and
(b) the particulars of and the order in which business is to be transacted.

40. Annual general meeting

(1) The Secretary must give to all members not less than 30 days notice of an annual general meeting unless otherwise provided in the Schedule.

(2) The notice must specify -

(a) when and where the meeting is to be held; and
(b) the particulars of and the order in which business is to be transacted.

(3) The order of business for each annual general meeting is as follows:

(a) first - the consideration of the accounts and reports of the Committee;
(b) second - the election of new committee members;
(c) third - any other business requiring consideration by the Association at the meeting.

41. Special resolutions

(1) A special resolution may be moved at any general meeting of the Association.

(2) The Secretary must give all members not less than 21 days notice of the meeting at which a special resolution is to be proposed.

(3) The notice must include the resolution to be proposed and the intention to propose the resolution as a special resolution.

42. Notice of meetings

(1) The Secretary must give a notice under this Part by -

(a) serving it on a member personally; or
(b) sending it by post to a member at the address of the member appearing in the register of members.

(2) If a notice is sent by post under sub clause (1)(b), sending of the notice is taken to have been properly effected if the notice is addressed and posted to the member by ordinary prepaid mail.

43. Quorum at general meetings

At a general meeting, the number or the proportion of members present in person specified in the Schedule constitutes a quorum.

44. Lack of quorum

(1) If within 30 minutes after the time specified in the notice for the holding of a general meeting a quorum is not present -

(a) for an annual general meeting or special general meeting convened under clause 38 (3)(a) - the meeting stands adjourned to the same time on the same day in the following week and to the same place;
(b) for a meeting convened under clause 38 (3)(b) - the meeting lapses.

(2) If within 30 minutes after the time appointed by sub clause (1)(a) for the resumption of an adjourned general meeting a quorum is not present, the members who are present in person or by proxy may proceed with the business of that general meeting as if a quorum were present.

(3) The Chairperson may, with the consent of a general meeting at which a quorum is present, and must, if directed by the members at the meeting, adjourn that general meeting from time to time and from place to place.

(4) There must not be transacted at an adjourned general meeting any business other than business left unfinished or on the agenda at the time when the general meeting was adjourned.

(5) If a general meeting is adjourned for a period of 30 days or more, the Secretary must give notice of the adjourned general meeting as if that general meeting were a fresh general meeting.

45. Voting

(1) Subject to clauses 11(2), each member present in person or by proxy at a general meeting is entitled to a deliberative vote.

(2) At a general meeting -

(a) an ordinary resolution put to the vote is decided by a majority of votes made in person or by proxy; and
(b) a special resolution put to the vote is passed if three-quarters of the members who are present in person or by proxy vote in favour of the resolution.

(3) A poll may be demanded by the Chairperson or by 3 or more members present in person or by proxy.

(4) If demanded, a poll must be taken immediately and in the manner the Chairperson directs.

46. Proxies

(1)   A member may appoint in writing another member to be the proxy of the appointing member to attend and vote on behalf of the appointing member at any general meeting.

(2)   Notification of proxy must be received in writing, on the appropriate Proxy form, by the Executive Officer and tabled at the nominated meeting from which the Committee member will be absent

(3)   If any member of the Management Committee is unable to attend any scheduled meeting, Annual General Meeting or Special Meeting, the committee member may, by writing under their hand and on  the appropriate Proxy form, appoint another person from the Management Committee as proxy at such meeting and such proxy may at that meeting exercise the vote of the member they may represent

(4)   Notification of proxy must be received in writing by the Executive Officer or a Management Committee member and tabled at the nominated meeting from which the Committee member will be absent

(5)   The appointment of a Proxy does not absolve a committee member from the personal attendance requirements inferred in Clause 25 (b)