Meetings

9.  
(1) The Association shall in each calendar year convene an Annual General Meeting of its members. 
(2) The Annual General Meeting shall be held on such day as the Committee determines. 
(3) The Annual General Meeting shall be specified as such in the notice convening it. 
(4) The Ordinary Business of the Annual General Meeting shall be:

1. to confirm the minutes of the preceding Annual General Meeting and of any Special General Meeting held since that meeting.
2. to receive from the Committee reports upon the transactions of the Association during the preceding Financial Year.
3. to elect the Officers and Members of the Committee; and
4. to receive and consider the Financial Statement submitted by the Treasurer

(5) The Annual General Meeting may transact Special Business of which notice is given in accordance with these rules.
(6) The Annual General Meeting shall be in addition to any other General Meetings that may be held in the same year.

SPECIAL GENERAL MEETING

9. AII General Meetings other than the Annual General Meeting shall be called Special Meetings.

I0.
(1) The Committee may, whenever it thinks fit, convene a Special General Meeting of the Association and, where, but for this Rule, more than 15 months would lapse between Annual General Meetings, shall convene a Special General Meeting before the expiration of that period.

(2) The Committee shall, on the requisition in writing of members representing not less than 5% of the total number of members, convene a Special General Meeting of the Association.

(3) The requisition for a Special General Meeting shall state the Objects of the meeting and shall be signed by the members making the requisition and be sent to the address of the Secretary and may consist of several documents in a like form, each signed by one or more of the members making the requisition.

(4) If the Committee does not cause a Special General Meeting to be held within one month after the date on which the requisition is sent to the Secretary, the members making the requisition, or any of them, may convene a Special General Meeting to be held not later than 3 months after that date.

(5) A Special General Meeting convened by members in pursuance of these Rules shall be convened in the same manner as nearly as possible as that in which those meetings are convened by the Committee and all reasonable expenses incurred in convening the meeting shall be refunded by the Association to the persons incurring the expenses.

NOTICE OF MEETING

11. The Secretary of the Association shall, at least 21 days before the date fixed for holding a General Meeting or a Special General Meeting of the Association, cause to be sent to each member of the Association at his address appearing in the Register of Members, a notice by Pre-Paid Post stating the place, date and time of that meeting and the nature of the business to be transacted at the meeting.

(*I) Section 30 of the Act provides that an Incorporated Association shall, at least once in each financial calendar year, convene a General Meeting, to be called an Annual General Meeting.

PROCEEDINGS AT MEETINGS

12. (1) All business that is transacted at a Special General Meeting and all business transacted at the Annual General Meeting, with the exception of that specifically referred to in these Rules as being the Ordinary Business of the Annual General Meeting, shall be deemed to be Special Business.

(2) No item of business shall be transacted at a General Meeting unless a quorum of members entitled under these rules to vote is present during the time when the meeting is considering that item.

(3) 15 members personally present (being members entitled under these rules to vote at a General Meeting) constitutes a quorum for the transaction of the business of a General Meeting.

(4) If, within half an hour after the appointed time for the commencement of a General Meeting, a quorum is not present, the meeting if not convened upon the requisition of members shall be dissolved and in any case shall stand adjourned to the same day in the next week (unless another place is specified by the Chairperson at the time of the adjournment or by written notice to members given before the day to which the meeting is adjourned) at the same place and if at the adjourned meeting the quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members present (being not less than 8) shall be a quorum.

13. (1) The President, or in his absence, the Vice President, shall preside as chairperson at each General Meeting of the Association.

(2) If the President and the Vice President are absent from a General Meeting, the members present shall elect one of their number to preside as Chairperson at the meeting.

14. (1) The Chairperson of a General Meeting at which a quorum is present may, with the consent of 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.

(2) Where a meeting is adjourned for 14 days or more, a like notice of the Adjourned Meeting shall be given as in the case of the General Meeting.

(3) Except as provided in Sub Rules (1) and (2), it is not necessary to give notice of an adjournment or of the business to be transacted at an adjourned meeting.

15. A question arising at a General Meeting of the Association shall be determined in 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 carded unanimously or carded by a particular majority or lost, and 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 favour of, or against, that resolution.

16. (1) Upon any Question at a General Meeting of the Association, a member has one vote only.

(2) All votes shall be given personally or by a Proxy appointed in accordance with Rule 19.

(3) In the case of an equality of voting on a question, the Chairperson of the meeting

17. (1) If, at a meeting a poll on any question is demanded by not less than three members, it shall be taken, at that meeting in such a manner as the Chairperson may direct, and the resolution of the poll shall be deemed to be the resolution of the meeting on that question.

(2) A poll that is demanded on the election of a Chairperson or on a question of an adjournment shall be taken forthwith, and a poll that is demanded on any other question shall be taken at such time before the close of the meeting as the Chairperson may direct.

18. A member is not entitled to vote at any General Meeting unless all monies due and payable by him to the Association have been paid, other than the amount of the Annual Subscription payable in respect of the current Financial Year.

19. (1) Each member shall be entitled to appoint another member as his Proxy by notice given to the Secretary no later than 24 hours before the time of the meeting in respect of which the Proxy is appointed. .

(2) The notice appointing the Proxy shall be made using the form prescribed by Appendix 4.