By-law 6: Meetings
Reviewed and accepted: 20 August 2020
The annual calendar of meetings, as approved by the Board, will be available to members via the website. Members will be notified of the meeting schedule via email.
The President and Office Bearers, in consultation with the Board, shall prepare the agenda for meetings. The Board or members, depending on the meeting, will be notified by email of the agenda at least 14 days prior to the meeting, unless special resolutions are to be considered, and then a 21 day notice will apply.
6.2. Format & business
Meetings may be held in any of the following ways depending on the type of meeting:
The chairperson of meetings shall be the President. If the President is unavailable then the Vice President will chair the meeting.
The chairperson, with the consent of members present at the meeting, may adjourn the meeting to allow discussion. No business is transacted during this time until the meeting has been resumed.
The following standing orders shall be adopted for each meeting:
6.2.2. Board Meetings
The business of the Board is to:
6.2.3. Annual General Meeting
The business of the Annual General Meeting will be to:
A majority of votes carries motions of all meetings, including Project Team meetings, and, in the event of a tied vote the chairperson shall have second or casting vote.
Special resolutions (or substantive motions) are processed at a General Meeting. A special resolution is passed if the majority of the Voting Members present vote in favour of the resolution (either in person or by proxy).
The Secretary shall record the minutes of meetings. In the absence of the Secretary, the Chief Executive Officer, or a nominated Director, shall record the minutes of the meeting.
Minutes of the Annual General Meetings and General Meetings will be available online via the web portal to members. Members will be notified by email of the availability of the minutes.
Summary reports from the Board Meetings will be available online via the web portal to members and published in Access. Members will be notified by email of the availability of the reports.