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19. The first general meeting shall be held at such time, not
being less than one month nor more than three months after the
incorporation of the Association, and at such place as the
Management Committee may determine.
20. (1) The annual general meeting shall be held within three
months of the close of the financial year.
(2) The business to be transacted at every annual general
meeting shall be -
(a) the receiving of the Management Committee's report and
the statement of income and expenditure, assets and
liabilities and mortgages, charges and securities affecting
the property of the Association for the preceding financial
year;
(b) the receiving of the auditor's report upon the books and
accounts for the preceding financial year;
(c) the election of members of the Management Committee; and
(d) the appointment of an auditor.
21. The Secretary shall convene a special general meeting -
(a) when directed to do so by the Management Committee; or
(b) on the requisition in writing signed by not less than
one-third of the members presently on the Management Committee
or not less than the number of ordinary members of the
Association which equals double the number of members
presently on the Management Committee plus one. Such
requisition shall clearly state the reasons why such special
general meeting is being convened and the nature of the
business to be transacted thereat; or
(c) on being given a notice in writing of an intention to
appeal against the decision of the Management Committee to
reject an application for membership or to terminate the
membership of any person.
22. (1) At any general meeting the number of meetings
required to constitute a quorum shall be double the number of
members presently on the Management Committee plus one.
(2) No business shall be transacted at any general meeting
unless a quorum of members is present at the time when the
meeting proceeds to business. For the purposes of this rule
"member" includes a person attending as a proxy or as
representing a corporation which is a member.
(3) If within half an hour from the time appointed for
commencement of a general meeting a quorum is not present,
meeting, if convened upon the requisition of members of the
Management Committee or the Association, shall lapse. In any
other case it shall stand adjourned to the same day in the next
week at the same time and place, or to such other day and at
such other time and place as the Management Committee may
determine, and if at the adjourned meeting a quorum is not
present within half an hour from the time appointed for the
meeting, the members present shall be a quorum.
(4) The Chairman may, with the consent of any meeting at
which a quorum is present (and shall if so directed by the
meeting), adjourn the meeting from time to time and from place
to place, but no business shall be transacted at any adjourned
meeting other than the business left unfinished at the meeting
from which the adjournment took place. When a meeting is
adjourned for thirty days or more, notice of the adjourned
meeting shall be given as in the case of an original meeting.
Save as aforesaid it shall not be necessary to given any
notice of an adjournment or of the business to be transacted at
an adjourned meeting.
23. (1) The Secretary shall convene all general meetings of
the Association by giving not less than 14 days notice of any
such meeting to the members of the Association.
(2) The manner by which such notice shall be given shall be
determined by the Management Committee: Provided that notice of
any meeting convened for the purpose of hearing and determining
the appeal of a member against the rejection or termination of
his/her membership by the Management Committee, shall be given
in writing. Notice of a general meeting shall clearly state the
nature of the business to be discussed thereat.
24. Unless otherwise provided by these Rules, at every
general meeting -
(1) the President shall preside as Chairman, or if there is
no President, or if he/she is not present within fifteen minutes
after the time appointed for the holding of the meeting or is
unwilling to act, the Vice-President is not present or is
unwilling to act then the members present shall elect one of
their number of be Chairman of the meeting;
(2) the Chairman shall maintain order and conduct the meeting
in a proper and orderly manner;
(3) every question, matter or resolution shall be decided by
a majority of votes of the members present;
(4) every member present shall be entitled to one vote and in
the case of an equality of votes the Chairman shall have a
second or casting vote: Provided that not member shall be
entitled to vote at any general meeting if his/her annual
subscription is more than one month in arrears at the date of
the meeting;
(5) voting shall be by show of hands or a division of
members, unless not less than one fifth of the members present
demand a ballot, in which event there shall be a secret ballot.
The Chairman shall appoint two members to conduct the secret
ballot in such manner as he shall determine and the result of
the ballot as declared by the Chairman shall be deemed to be the
resolution of the meeting at which the ballot was demanded;
(6) a member may vote in person or by proxy or by attorney
and on a show of hands every person who is a member or a
representative of a member shall have on vote and in a secret
ballot every member present in person or by proxy or by attorney
or other duly authorised representative shall have one vote;
(7) the instrument appointing a proxy shall be in writing, in
the common or usual form under the hand of the appointor or of
his/her attorney duly authorised in writing or, if the appointer
is a corporation, either under seal or under the hand of an
officer or attorney duly authorised. A proxy may but need not be
a member of the Association. The instrument appointing a proxy
shall be deemed to confer authority to demand or join in
demanding a secret ballot;
(8) where it is desired to afford members an opportunity of
voting for or against a resolution the instrument appointing a
proxy shall be in the following form or a form as near thereto
as circumstances permit:
ASSOCIATION:....................................................................................
I, ........................... of
........................................,
being a member of the above named association, hereby
appoint..............
.............................. of
................................., or
failing the member, ..................... of
..............................,
as my proxy to vote for me on my behalf at the
(annual) general meeting of the association,
to be held on the .................... day of
.................., 19...., and at any adjournment
thereof.
Signed this .................. day of
.................... , 19 .... .
...................................................
(signature
This form is to be used (in favour of (....) or
against (....) the resolution. ( Please
tick)
Unless otherwise instructed the proxy may vote as the
proxy think fit
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(9) the instrument appointing a proxy shall be deposited with
the Secretary prior to the commencement of any meeting or
adjourned meeting at which the person named in the instrument
proposes to vote; and
(10) the Secretary shall cause full and accurate minutes of
all questions, matters, resolutions and other proceedings of
every Management Committee meeting and general meeting to be
entered in a book to be open for inspection at all reasonable
times by any financial member who previously applies to the
Secretary for that inspection. For the purposes of ensuring the
accuracy of the recording of such minutes, the minutes of every
Management Committee meeting shall be signed by the Chairman of
that meeting or the Chairman of the next succeeding Management
Committee meeting verifying their accuracy. Similarly, the
minutes of every general meeting shall be signed by the Chairman
of that meeting or the Chairman of the next succeeding general
meeting: Provided that the minutes of any annual general meeting
shall be signed by the Chairman of that meeting or the Chairman
of the next succeeding general meeting or annual general
meeting.
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