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Part 2 - General Meetings of Branches
3.12 Convening of Branch General Meetings
(a)
A General Meeting of members of a Branch may be convened by:
(1)
the person or persons determined by the National Board from time to time on
the recommendation of the relevant Branch Committee; or
(2)
where no determination has been made by the National Board under rule
3.12(a), a Branch Committee or the Branch President,
whenever that person or those persons, or the Branch Committee or Branch
President, thinks fit.
(b)
A Branch Committee must convene a general meeting on the requisition of:
(1)
that number of Branch members, who must not be Non Financial Members,
determined by the National Board from time to time on the recommendation
of the relevant Branch Committee; or
(2)
where no determination has been made by the National Board under rule
3.12(b) (1), 10 Branch members, who must not be Non Financial Members.
(c)
A Branch General Meeting may be convened only as provided by this rule 3.12.
(d)
The Branch Committee may postpone, cancel or change the venue for a Branch
General Meeting.
(e)
The Branch must, in addition to any other Branch General Meeting, hold a Branch
General Meeting called a “Branch Annual General Meeting” at least once every
calendar year.
3.13 Notice of Branch General Meeting
(a)
Subject to these rules, notice of a Branch General Meeting must be given not less
than:
(1)
that number of days determined by the National Board from time to time on
the recommendation of the relevant Branch Committee, or the person or
persons determined by the National Board to convene the meeting under rule
3.12(a); or
(2)
where no determination has been made by the National Board under rule
3.13(a)(1), 21 days.
before the meeting to which it relates in the manner authorised by rule 9.1 to each
person who is at the date of the notice a member of the Branch.
(b)
A notice of a Branch General Meeting must state the date, time and place of the
meeting and, except as provided in rule 3.13(c), state the general nature of the
business to be transacted at the meeting.
(c)
A notice of an annual Branch General Meeting must state that the matters to be
considered at the annual Branch General Meeting will include the following:
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(1)
consideration of the Branch President's report;
(2)
election of members of the Branch Committee;
(3)
election of the regional representative director (in each year that the election
occurs); and
(4)
election of National General Meeting Representatives in accordance with rule
3.15.
(d)
A person may waive notice of any Branch General Meeting by notice in writing to
the Branch Committee.
(e)
The non-receipt of notice of a Branch General Meeting or proxy form by, or a failure
to give notice of a Branch General Meeting or a proxy form to, any person entitled to
receive notice of a Branch General Meeting under this rule 3.13(e) does not
invalidate any act, matter or thing done or resolution passed at the Branch General
Meeting if:
(1)
the non-receipt or failure occurred by accident or error; or
(2)
before or after the meeting, the person:
(A)
has waived or waives notice of that meeting under rule 3.13(f); or
(B)
has notified or notifies the Branch of the person's agreement to that
act, matter, thing or resolution by notice in writing to the Branch.
(f)
A person's attendance at a Branch General Meeting:
(1)
waives any objection that person may have to a failure to give notice, or the
giving of a defective notice, of the meeting unless the person at the beginning
of the meeting objects to the holding of the meeting; and
(2)
waives any objection that person may have to the consideration of a
particular matter at the meeting which is not within the business referred to in
the notice of the meeting or in rule 3.13(b), unless the person objects to
considering the matter when it is presented.
3.14 Documents to be laid before an annual Branch General Meeting
The members of a Branch Committee must cause to be laid before the annual Branch
General Meeting of that Branch a copy of the documents referred to in rule 3.2(d)(1)(B).
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3.15 National General Meeting Representatives
(a)
Each Branch must at each annual Branch General Meeting elect National General
Meeting Representatives in accordance with the following scale:
Branch Membership
Maximum number of National General
Meeting Representatives
Branch with a membership not exceeding
2000
2
Branch with a membership exceeding 2000
but not exceeding 4000
3
Branch with a membership exceeding 4000
but not exceeding 6000
4
Branch with a membership exceeding 6000
but not exceeding 8000
5
Branch with a membership exceeding 8000
6
(b)
For the purposes of this rule, the membership of a Branch is the audited number of
members of the Branch appearing in the register of members of AIA on the date
specified by the National Board and if no date is specified, on 31 December for the
year preceding the year in which the meeting is held.
(c)
For the purposes of determining the number of members of a Branch:
(1)
two or more persons who pay a joint annual membership fee must be
regarded as two separate members of the Branch notwithstanding that that fee
may be less than the total annual membership fees payable if they paid as
individuals;
(2)
a person who pays to that Branch a reduced annual membership fee for
membership of that Branch for any reason must be regarded as a member
notwithstanding that fact;
(3)
a person who is a Non Financial Member must not be regarded as a member
of their Branch; and
(4)
where an incorporated body of persons is affiliated to or is a Branch member
(with or without voting rights), that body must be disregarded.
3.16 Quorum at Branch General Meetings
(a)
No business may be transacted at any Branch General Meeting, except the election
of a chairperson and the adjournment of the meeting, unless a quorum of members of
the Branch is present when the meeting proceeds to business.
(b)
A quorum consists of:
(1)
that number of members of the Branch determined by the National Board
from time to time on the recommendation of the relevant Branch Committee;
or
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