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8.1 |
Annual General Meetings |
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a. |
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The management committee shall call an annual general meeting in accordance
with the Act and these rules. (8.6) |
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b. |
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The order of business at the meeting shall be:
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1. |
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The confirmation of the minutes of the previous general meeting and
of any special general meeting held since that meeting. |
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2. |
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Reports. |
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3. |
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The election of the President, Vice Presidents,
Secretary, Treasurer and other committee members. |
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4. |
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The appointment of auditors. |
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8.2 |
Half-yearly General Meeting |
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a. |
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The setting of new joining fees and
yearly subscriptions. |
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b. |
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The authorisation of a budget limit per
item for the management committee. |
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8.3 |
Special General Meeting |
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a. |
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Special general meetings may be convened by the management committee if special
circumstances make it necessary, i.e., the changing of the constitution, dissolution
of the Association, sale, lease or alteration of the executive powers over the
possessions of the Association or the issuing of shares or debentures. |
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b. |
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When at least twenty (20) members with voting rights make a written and
signed application and state their reasons, the management committee must on
of the receipt of the requisition call a special general meeting within
one month for the purpose specified in the requisition. |
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c. |
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Every requisition for a special general meeting shall be signed by the
relevant members and shall state the purpose of the meeting. |
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d. |
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If a special general meeting is not convened within one month, as required by
8.3b, 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 practical as a meeting
convened by the management committee, and for this purpose the management committee
shall ensure that the requisitionists are supplied free of charge with particulars
of the members entitled to receive a notice of the meeting. The reasonable
expenses of convening and conducting such a meeting shall be borne by the
Association. |
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8.4 |
Notice of General Meetings |
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a. |
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Subject to 8.3b, at least 14 days
notice of any general meeting shall be given to members. The notice shall set out
when and where the meeting will be held, and particulars of the nature and order
of the business to be transacted at the meeting. |
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b. |
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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. |
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c. |
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A notice may be given by the Association to any member by posting the notice of
the meeting in a public place within the Association, and by placing a notice
in the Association's Newsletter "Das Band", or by serving the member
with the notice personally, or by sending it by post to the address appearing in the
register of members (see rule 5.7)
Where a notice is sent by post:
The service is effected by properly addressing, prepaying and posting
a letter or packet containing the notice; and
Unless the contrary is proved, service will be taken to have been effected at
the time at which the letter or packet would be delivered in the ordinary course of
the post. |
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8.5 |
Proceedings at General Meetings |
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a. |
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A quorum has been formed when at least 7% of the members with voting rights
are present. |
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b. |
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If within 30 minutes after the time appointed for the meeting
a quorum of members is not present, a meeting convened upon
the requisition of numbers shall lapse. |
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c. |
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If the meeting does not form a quorum a new general meeting is
to be called, however, not before a time lapse of 28 days.
This meeting will be deemed to have formed a quorum irrespective
of the number of members with voting rights present. |
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d. |
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Subject to 8.5e the chairperson shall
preside as chairperson at a general meeting of the Association. |
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e. |
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If the chairperson is not present within five minutes after the time
appointed for holding the meeting, or he or she is present but declines
to take or retires from the chair, the members may choose a management
committee member or one of their own number to be chairperson at that
meeting. |
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f. |
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In procedural matters Renton Rules of Meetings will apply. |
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8.6 |
At all General Meetings |
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a. |
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Acceptance of the minutes of the previous meeting. |
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b. |
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Report of the President, Secretary and Treasurer and the Trustees. |
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c. |
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Motions. |
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d. |
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Any Other Business. |
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e. |
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In all General Meetings the Chairperson shall:
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1. |
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Open and close the meeting and conduct it in a parliamentary manner. |
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2. |
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Be wholly responsible for the course of the meeting and may use all
parliamentary measures at their disposal, i.e. they may withdraw leave
to speak, limit the time of speaking, exclude individuals from the
meeting (with proper reason) and if need be, dissolve or adjourn the meeting. |
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3. |
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The chairperson shall have the right to adjourn the decision on
a particularly important and far-reaching motion until the next
general meeting. |
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8.7 |
Voting at General Meetings |
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a. |
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Subject to these rules, every member of the Association has only one vote
at a meeting of the Association. |
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b. |
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Subject to these rules, a question 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. |
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c. |
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Unless a poll is demanded by at least ten members, a question
for decision at a general meeting must be determined by a show of hands. |
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d. |
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Members with voting rights who take part in a general meeting will have their
names recorded. |
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e. |
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In secret ballots at least two scrutineers must be appointed. |
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8.8 |
Poll at General Meetings |
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If a poll is demanded by at least five members, 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. |
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8.9 |
Special and Ordinary Resolutions |
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a. |
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A special resolution is a special resolution as defined in
the Act. |
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b. |
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An ordinary resolution is a resolution passed by a simple majority
at a general meeting. |
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8.10 |
Proxies |
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A member shall be entitled to appoint in writing a natural person
who is also a member of the association to be their proxy, and attend
and vote at any general meeting of the Association. The proxy notice must be
handed to the Secretary prior to the meeting. |
