Meetings

Management

11 ANNUAL AND SPECIAL GENERAL MEETINGS
11.1 The committee shall call an annual general meeting in accordance with the Act and these rules.
11.2 The meeting shall be held once in every calendar year not more than five months after the end of the financial year.
11.3 The order of the business at the annual general meeting shall be:
i) the confirmation of the minutes of the previous annual general meeting and of any special general meeting held since that meeting;
ii) the consideration of the accounts and reports of the committee, and sub-committees (if any), and the auditor's report;
iii) the election of committee members;
iv) the appointment of an auditor;
v) any other business requiring consideration by the association in general meeting.
11.4 The committee may call a special general meeting of the association at any time.
11.5 Upon a requisition in writing of not less than ten per centum of the total number of members of the association, the committee shall within one month of the receipt of the requisition convene a special general meeting for the purpose specified in the requisition.
11.6 Every requisition for a special general meeting shall be signed by the relevant members and shall state the purpose of the meeting.
11.7 If a special general meeting is not convened within one month, as required by 11.5 above, the requisitionists (or at least 50% of their number) may convene a special general meeting. Such a meeting shall be convened in the same manner as nearly as practicable as a meeting convened by the committee and, for this purpose, the committee shall ensure that the requisitionists are supplied free of charge with particulars of the members entitled to receive a notice of meeting. The reasonable expenses of convening and conducting such a meeting shall be borne by the association. (Refer to 13.2 for the rules governing the lapsing of a special general meeting convened by requisition).

12 NOTICE OF GENERAL MEETINGS
12.1 Subject to 12.2, at least 14 days notice of any general meeting shall be given to members. The notice shall set out where and when the meeting will be held and particulars of the nature and order of the business to be transacted at the meeting.
12.2 Notice of a meeting at which a special resolution is to be proposed shall be given at least 21 days prior to the date of the meeting.
12.3 A notice may be given by the association to any member by serving themember with the notice personally, to the members' e-mail address or by sending it by post to the address appearing in the register of members.
12.4 Where a notice is sent by properly addressing, prepaying and posting a letter, service will be taken to have been effected at the time at which the letter would be delivered in the ordinary course of post unless the contrary is proved.

13 PROCEEDINGS AT GENERAL MEETINGS
13.1 Ten members present personally or by proxy shall constitute a quorum for the transaction of business at any general meeting.
13.2 If, thirty minutes after the time appointed for the meeting, a quorum of members is not present a meeting convened upon the requisition of members shall lapse. In any other case, the meeting shall stand adjourned to the same day in the next week, at the same time and place. If a quorum is not present at the adjourned meeting thirty minutes after the appointed time, the members present shall constitute a quorum.
13.3 Subject to 13.4, the chairperson shall preside as chairperson at a general meeting of the association.
13.4 If the chairperson is not present within five minutes after the time appointed for holding the meeting and there are a quorum of members present, or he or she declines to take or retires from the chair, the members may choose a committee member or one of their own number to be the chairperson of that meeting.

14 VOTING AT GENERAL MEETINGS
14.1 Subject to these rules, every member of the association has one vote at a meeting of the association.
14.2 Subject to these rules, questions for decision at a general meeting, other than a special resolution, must be determined by a majority of members who vote in person or, where proxies are allowed, by proxy at that meeting.
14.3 Unless a poll is demanded by at least five members present, a question for decision at a general meeting shall be determined by a show of hands.
14.4 A member, being a body corporate, shall be entitled to appoint one person, who shall not be a member of the association, to represent it at general meetings of the association. The corporate member shall appoint that person by a resolution of its board, which may be authenticated under its seal. Such a member shall be deemed to be a member of the association for all purposes until the authority to represent the corporate member is revoked.
14.5 If a poll is demanded by at least five members present, it must be conducted in a manner specified by the person presiding and the result of the poll is the resolution of the meeting on that question.
14.6 A poll demanded for the election of a person presiding or on a question of adjournment must be taken immediately but any other poll may be conducted at any time before the close of the meeting.