Section Five - Meetings
Meetings1) MEETINGS AND QUORIUM
(a) The committee shall meet at least three (3) times each twelve (12) month period. At such place and time that the committee ay determine.
(b) Additional meetings of the committee may be convened by the president or by any member of the committee.
(c) Oral or written notice of a meeting of the committee shall be given by the secretary to each member of the committee at least forty eight (48) hours before the time appointed for the holding of the meeting.
(d) Notice of the meeting, given under clause (c) shall specify the general nature of the business to be transacted and no business other than that business shall be transacted at the meeting except business which the committee members present at the meeting unanimously agree to treat as urgent business.
(e) Any four (4) members of the committee constitute a quorum for a meeting of the committee.
(f) No business shall be transacted by the committee unless a quorum is present within thirty (30) minutes of the appointed time for the meeting. If a quorum is not present within thirty (30) minutes of the appointed time for the meeting, the meeting stands adjourned.
(g) At a meeting of the committee:
(i) The president or, in the president's absence the vice-president shall preside.
(ii) If the president and the vice-president are absent or unwilling to act such, one of the remaining members of the committee, as may be chose by the members present at the meeting, shall preside.
(h) The quorum of a general meeting shall be six (6) financial members present within thirty (30) minutes of advertised commencement time of the meeting.
(i) The quorum of special and annual general meetings shall be ten per cent (10%) of the financial members of the Association present within thirty (30) minutes of the advertised commencement time of the meeting.
2) DELEGATIONS BY COMMITTEE TO SUB-COMMITTEE
(a) The committee may, by instrument in writing, delegate to one or more sub-committee (consisting of such member of members of the Association as the committee thinks fit). The exercise of such of the functions of the committee as are specified in the instrument, other than:
(i) The power of delegation
(ii) A function which is a duty imposed on the committee by the act or by any other law.
(b) A function the exercise of which has been delegated to a sub-committee under this rule may, while the delegation remains unresolved, be exercised from time to time by the sub-committee in accordance with the terms of the delegation.
(c) A delegation under this section may be made subject to such conditions or limitation as to the exercise of any function of the subject there of, or as to time or circumstances, as may be specified in the instrument of delegation.
(d) Not withstanding any delegation under this rule, the committee may continue to exercise any function delegated.
(e) Any act or thing done or suffered by a sub-committee acting in this exercise of a delegation under this rule has the same force and effect as it would have if it had been done or suffered by the committee.
(f) The committee may, by instrument in writing, resolve wholly or in part, any delegation under this rule.
(g) A sub-committee may meet and adjourn as it thinks proper.
3) VOTING AND DECISIONS
(a) Questions arising at a meeting of the committee or of any sub-committee appointed by the committee shall be determined by a majority of votes of members of the committee or sub-committee present at the meeting.
(b) Each financial member present at the meeting of the committee or of any appointed sub-committee appointed by the committee (including the person presiding at the meeting) is entitled to one vote but, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.
(c) Any act or thing done or suffered, or purporting to have been done or suffered by the committee or by a sub-committee appointed by the committee, is valid and effectual notwithstanding any defect that may afterwards be discovered in the appointment or qualification of any member of the committee or sub-committee.
4) ANNUAL GENERAL MEETING
(a) The annual general meeting shall be held in the month of March each year in such a place as the committee thinks fit.
(b) In addition to any other business which may be transacted at an annual general meeting, the business of an annual general meeting shall be:
(i) To confirm the minutes of the last preceding annual general meeting and of any special general meeting held since the meeting.
(ii) To receive from the committee reports upon the activities of the Association during the last preceding financial year.
(iii) To receive and consider the financial statement.
(iv) To elect the office-bearers of the Association and ordinary members of the committee.
(v) General Business
(c) The annual general meeting shall be specified as such in the notice convening it.
5) SPECIAL GENERAL MEETING - CALLING OF
(a) The committee may, whenever it thinks fit, convene a special general meeting of the Association.
(b) The committee shall, on the requisition in writing of not less the five per cent (5%) of the total number of members, convene a special meeting of the Association.
(c) A requisition of members for a special general meeting:
(i) Shall state the purpose or purpose of the meeting.
(ii) Shall be signed by the members making the requisition.
(iii) Shall be lodged by the secretary.
(iv) May consist of several documents in a familiar form, each signed by one or more of the members making the requisition.
(d) If the committee fails to convene a special general meeting to be held within one (1) month after the date on which a requisition of members for the meeting is lodged with the secretary, any one or more of the members who made the requisition may convene a special general meeting to be held within three (3) months after that date. This meeting shall be convened by the committee. Any member who incurs expense through convening this meeting is entitled to reimbursement by the Association.
6) NOTICE
(a) Except where the nature of the business proposed to be dealt with at a general meeting requires a special resolution of the Association, the secretary shall, at least fourteen (14) days before the date fixed for the holding of the general meeting, cause to be sent by pre-paid post to each member at the member's address appearing in the register of members, a notice specifying the place, date and time of the meeting and the nature of the business proposed to be transacted at the meeting.
(b) Where the nature of the business proposed to be dealt with at a general meeting requires a special resolution of the Association the secretary shall at least twenty one (21) days before the date fixed for the holding of the general meeting cause notice to be sent to each member in the manner previously outlined, stating the intention to propose the resoloution as a special resolution.
(c) No business other than that specified in the notice convening a general meeting shall be transacted at the meeting except in the case of an annual general meeting.
(d) A member desiring to bring any business before a general meeting may give notice in writing of the business to the secretary who shall include that business in the next notice calling a general meeting given after receipt of the notice from a member.
7) ADJOURNMENT
(a) The chairperson of a general meeting at which a quorum is present may, with the consent of the majority of members present at the meeting, adjourn the meeting from time to time and place to place, but no business shall be transacted at an adjourned meeting other than the business left unfinished at the meeting at which the adjournment took place.
(b) Where a general meeting is adjourned for fourteen (14) days or more, the secretary shall give written or oral notice of the adjourned meeting to each member of the Association stating the place, date and time of the meeting and the nature of the business to be transacted at the meeting.
(c) Except as provided in clauses (a) and (b), notice of an adjournment of a general meeting or of the business to be transacted at an adjourned meeting is not required to be given.
8) MAKING OF DECISIONS
(a) A question arising at a general meeting of the Association shall be determined on a show of hands and, unless before or on the declaration of the show of hands a poll is demanded, a declaration by the chairperson that a resolution has, on a show of hands, been carried or carried unanimously or carried by a particular majority or lost, or an entry to that effect in the minute book of the Association, is evidence of the fact without proof of the number or proportion of the votes recorded in favor of or against that resolution.
(b) At a general meeting of the Association, a poll may be demanded by the chairperson or by not less than three (3) members present in person or by proxy at the meeting.
(c) Where a poll is demanded at a general meeting, the poll shall be taken:
(i) Immediately in the case of a poll which relates to the election of the chairperson of the meeting or to the question of an adjournment.
(ii) In any other case, in such manner and at such time before the close of the meeting as the chairperson directs, ad the resolution of the poll on the matter shall be deemed to be the resolution of the meeting on that matter.
9) SPECIAL RESOLUTION
(a) A resolution of the Association is a special resolution if:
(i) It is passed by a majority which comprises not less than three quarters of such members of the Association as being entitled under these rules so to do, vote in person or by proxy at a general meeting of which not less than twenty one (21) days written notice specifying the intention to propose the resolution as a special resolution was given in accordance with these rules.
(ii) Where it is made to appear to the Commission that it is not possible or practicable for the resolution to be passed in the manner specified in paragraph (a) (i) the resolution is passed in a manner specified by the Commission.
10) VOTING
(a) Upon any question arising at a general meeting of the Association a member has one (1) vote only.
(b) All votes shall be given personally or by proxy but no member may hold more than five (5) proxies.
(c) In the case of an equality of votes on a question at a general meeting, the chairperson of the meeting is entitled to exercise a second or casting vote.
(d) A member or proxy is not entitled to vote at any general meeting of the Association has been paid, other than the amount of the annual subscription payable in respect of the then current year.
11) APPOINTMENT OF PROXIES
(a) Each member shall be entitled to appoint another member as proxy by notice given to the secretary no later than seven (7) days before the time of the meeting in respect of which the proxy is appointed.
(b) The notice appointment the proxy shall be in the form set out in Appendix 2 to these rules.
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