ASBA Minutes & Correspondence

 (1) The Secretary of the Association shall, at least 14 days before the date fixed for holding

a general meeting of the Association, cause to be sent to each member of the Association at the address appearing in the register of members, a written notice by pre-paid post stating the place, date and time of the meeting and the nature of the business to be transacted at the meeting.

10 (3)     Four members personally present (being members entitled under these Rules to vote at a general meeting) constitute a quorum for the transaction of the business of a general meeting.

10(5)      The presence of a member at a general meeting need not be by attendance in person but may be by that member and each other member at the meeting being simultaneously in contact by telephone or other means of instantaneous communication.

10(6)      A member who participates in a general meeting as allowed under rule10(5) is taken to be present at the meeting and, if the member votes at the meeting, the member is taken to have voted in person.

13.         A question arising at a general meeting of the Association shall be determined on a show of hands and unless, before or on the declaration of the show of hands a poll is demanded, a declaration by the   where visible to the voting members, or by declaration from each voting member present. The Chairperson shall declare that a resolution has, on a show of hands or by declaration, been carried or carried unanimously or carried 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.

14.(1)     Upon any question or business arising at a general meeting of the Association, a member has one vote only.

14.(3)     In the case of an equality of voting on a question, the Chairperson of the meeting is entitled to exercise a casting vote, provided the Chairperson has not been appointed under rule 18(2)(d).

17.         Each member is entitled to appoint another member as a 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. Each member may also similarly request a non voting observer to attend any meeting of the Association.

18(2)(d) In exercising it’s powers, the Committee may appoint consultants or experts in various fields to assist the Committee to formulate policy, prepare correspondence or any such matters as the Committee decides is necessary to fulfill the aims or objectives of the Association. The duration of the appointment will be as determined by the Committee. Any person so appointed is eligible to attend any meeting of the Association. This action does not bestow any voting rights on those so appointed. Any such appointment must be endorsed by a majority of the members of the Association.

19.         (1) The officers of the Committee of Management of the Association shall be-

19(3)      Except if appointed under 18 (2)(d), each officer of the Association shall hold office until the annual general meeting two years after the date of his or her election but is eligible for re-election.

19(4)      In the event of a casual vacancy in any office referred to in subclause (1) the Committee may appoint: one of its members to the vacant office and the member so appointed may continue in office up to and including the conclusion of the annual general meeting next following the date of the appointment.

19(4)(a) one of its members to the vacant office and the member so appointed may continue in office up to and including the conclusion of the annual general meeting next following the date of the appointment; or

19(4)(b) make an appointment under 18(2)(d), for a duration not exceeding the conclusion of the next annual general meeting following the date of appointment.

21(1)(a) shall be made in writing to the Association in such form as shall from time to time be determined by the Committee, signed by two members of the Association and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination); and

21(1)(b) shall be delivered by written notice to the Secretary of the Association not less than seven days before the date fixed for the holding of the annual general meeting.

22 (b)     becomes an insolvent under administration within the meaning of the Companies (Victoria) Code;or

22(c)      resigns from office by notice in writing given to the Secretary; or

22(d)      has been appointed under rule 18(2)(d) and the term of office as determined by the Committee has expired.

24.         The Secretary of the Association shall keep written minutes of the resolutions and proceedings of each general meeting and each committee meeting in the manner deemed necessary by the Committee to fulfill the aims or objectives of the Association, books provided for that purpose together with a record of the names of persons present at committee general meetings.

30.         (1) A notice may be served by or on behalf of the Association upon any member either personally or by written notice sending it by post to the member at the address shown in the Register of Members.