Meetings
Annual General Meetings
(a) The committee must call an annual general meeting in accordance with the Act and these rules.
(b) The first annual general meeting must be held within 18 months after the incorporation of the association, and thereafter within five months after the end of its financial year.
(c) The order of the business at the meeting will 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 the auditor’s report (if auditor’s report is required);
(iii) The election of committee members;
(iv) The appointment of auditors (if required – see rule 12.5);
(v) any other business requiring consideration by the association in general meeting.
Special General Meetings
(a) The committee may call a special general meeting of the association at any time.
(b) Upon a requisition in writing of not less than 5%, of the total number of members of the association, the committee must within one month of the receipt of the requisition, convene a special general meeting for the purpose specified in the requisition.
(c) Every requisition for a special general meeting must be signed by the relevant members and will state the purpose of the meeting.
(d) If a special general meeting is not convened within one month, as required by rule 9.2 (b) above, the requisitionists, or at least 50% of their number, may convene a special general meeting. Such a meeting will be convened in the same manner as nearly as practical as a meeting convened by the committee, and for this purpose the committee must 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 will be borne by the association.
Notice of General Meetings
(a) Subject to rule 9.3 (b), at least 14 days notice of any general meeting must be given to members. The notice must 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.
(b) Notice of a meeting at which a special resolution is to be proposed must be given at least 21 days prior to the date of the meeting.
(c) A notice may be given by the association to any member 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 5.4).
(d) Where a notice is sent by post:
(i) The service is effected by properly addressing, prepaying and posting a letter or packet containing the notice; and
(ii) 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 post.