1 The association’s name
5 Financial year
14 Election of the Committee
The AGM or SGM must by resolution decide how many ordinary Committee Members (if any) it wishes to sit on the Committee.
Each of the office bearer positions must be elected separately.
If the AGM or SGM decides to elect any ordinary Committee Members, those positions must be elected together.
Nominations for each position can be made by notifying the Secretary up to 48 hours before the meeting.
The chair of the meeting can accept additional nominations at the meeting.
Candidates may nominate themselves. Candidates may be nominated by another member, if the member also consents to the nomination.
If the number of candidates for a position is fewer than the number to be elected:
- the chair of the general meeting must declare elected those candidates who have been nominated; and
- the Committee may fill the remaining vacancies in accordance with the rule about 'Committee Member resignations, removal and casual vacancies'.
If the number of candidates for a position is equal to the number to be elected, the chair of the general meeting must declare those candidates elected.
If there are more candidates for a position than the number to be elected, a ballot must be held as set out below.
The chair of the meeting must appoint a returning officer to conduct the ballot (who may be the chair of the meeting).
The candidates may each make a short speech in support of their election.
An election is usually conducted by show of hands, but can be held by secret ballot if requested by a member or the chair.
The returning officer must give:
- each member present in person or by representative, and
- each proxy validly appointed by a member,
a blank piece of paper if the election is held in person (or, for those present through the use of technology, an equivalent means of recording their vote).
For each ballot, voters must:
- indicate the candidate or candidates they wish to vote for, including (if not already listed) writing the names of those candidates; and
- not write down the names of more candidates than the number to be elected in that ballot.
Ballot papers that do not comply with these requirements are informal (not valid).
Each formal ballot paper where the name of a candidate has been written down counts as one vote for that candidate.
The returning officer must declare elected the number of candidates to be elected who receive the most votes, subject to the requirement below.
If two or more candidates receive the same number of votes, and not all of those candidates are to be elected, the returning officer must decide by lot which is to be elected.
23 Calling a Special General Meeting
25 General meetings procedure
As long as everyone can hear and communicate clearly at the same time, general meetings may be held at more than one place using technology (such as telephone or video conferencing).
The President is entitled to chair general meetings.
If the President is not present, or does not wish to chair the meeting, the Deputy President is entitled to chair.
If neither the President nor the Deputy President is present, or if neither wishes to chair the meeting, the meeting must elect another member to chair.
The chair of the meeting does not have a casting vote.
Votes must be held by:
- a show of hands;
- written ballot; or
- another method determined by the chair that is fair and reasonable in the circumstances.
If a vote is held initially by show of hands (or any other method determined by the chair), any member may request a vote be held again by written ballot. A ballot must be conducted in accordance with the procedure determined by the chair.
A member not physically present at a general meeting may be permitted to participate in the meeting by the use of technology that allows that member and the members present at the meeting to clearly and simultaneously communicate with each other.
For the purposes of this rule, a member participating in a general meeting through the use of technology as permitted under these rules is taken to be present at the meeting and, if the member votes at the meeting, is taken to have voted in person.
Subject to the Act and these rules, each member has one vote on any question arising at the meeting.
Decisions at a general meeting must be made by majority vote (subject to the provisions in these rules regarding special resolutions).
A special resolution is passed if at least 75% of the members voting at a general meeting vote in favour of the resolution.
The chair may adjourn the meeting if a quorum is not reached within 30 minutes of the meeting start time, or if there is not enough time at a meeting to address all business. Notice of the date, time and place of the adjourned meeting must be sent to members as soon as practicable after the meeting. This notice does not have to comply with time for notice requirements, unless the adjourned meeting is more than 21 days after the original meeting date.
No business may be conducted at an adjourned meeting, other than the business that remained unfinished when the meeting was adjourned.
No business may be conducted at a general meeting unless a quorum of members entitled to vote under these rules is present (either in person or through the use of technology).
26 Custody of documents and members’ access to documents
The Treasurer must keep custody of the financial records of the association for the current Financial Year and any other financial records as authorised by the Committee. The Secretary must keep custody of all books, documents and securities of the association (other than the financial records held by the Treasurer in accordance with these rules).
The Secretary must keep and maintain a register of members in accordance with the Act.
A member is entitled to, subject to these rules, inspect the following records, books and documents of the association at a reasonable time:
- these rules;
- minutes of general meetings of the association; and
- records and documents that relate to the incorporation and management of the association, including the members' register, financial statements, financial books and records and other records and documents relating to the transactions, dealings, securities, business or property of the association.
If a member asks to inspect the members' register, the association must allow this in a reasonable time. Note that, in certain circumstances, the association may withhold personal member information.
A member can write to the Secretary asking for copies of these documents (with the exception of the members' register). The association must make available or allow the member to make copies of records of the association (other than the members' register) if a member requests copies in accordance with these rules (and unless the association is permitted to refuse the request in accordance with these rules). The association can charge a reasonable fee for providing copies.
Subject to the Act, the Committee can refuse a member's request to inspect or get copies of records, or provide only limited access, if the documents contain confidential, personal, employment, commercial or legal matters, or if granting the request would breach a law or may cause damage or harm to the association.
Subject to the Act, members cannot inspect or get copies of committee meeting minutes or parts of the minutes, unless the Committee specifically allows it.
Members can write to the Secretary to ask that the Secretary restrict access to their details on the members' register if they have special circumstances. The Secretary will decide if there are special circumstances, and must write to the member outlining their decision.