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1 SPECIAL GENERAL MEETINGS Part 6: A Secretary s Satchel - Guide for Secretaries New laws for Victorian incorporated associations In November 2012, the laws regulating Victorian incorporated associations changed. The Associations Incorporation Act 1981 (the old Act) was replaced with the Associations Incorporation Reform Act 2012 (the new Act). This Secretary s Satchel reflects the new laws. Important! Rules changes affecting all incorporated associations From 26 November 2012 there are new laws for incorporated associations. There are also new matters that must now be covered by an organisation s rules. Organisations that were using the model rules now have new model rules that apply (unless they chose to change their rules). This Guide refers to the new model rules.
2 SPECIAL GENERAL MEETINGS This Part of the Guide for Secretaries covers preparing for, conducting and minuting special general meetings (SGMs) of a Victorian incorporated association. Key Points 1. What is a special general meeting? A special general meeting (SGM) is a general meeting that is not an AGM or a disciplinary appeal meeting. Division 4 of Part 5 of the Associations Incorporation Reform Act 2012 (Vic) sets out laws for SGMs and your rules will also set out procedures. 2. What is a notice of meeting (and notice of motion)? A notice of meeting is a written notice that a meeting is to take place at a specified time. A notice of motion is a notice, given by a member of the organisation, that proposes some decision or action be discussed and voted on at the next meeting. 3. What are the legal requirements for notices of special general meetings? Laws regulate the content of the notice, the time and method of giving it, who the notice is to be given to, and what to do if the SGM (or motion) is adjourned to another time and place. Special general meetings are referred to in this Part of the Guide as any general meeting of members that is not an annual general meeting. For information on annual general meetings see Part 5: Annual General Meetings in this Guide. 4. Notice of a special general meeting This Part sets out the requirements for notices of SGMs of the organisation s members. A sample notice and checklist tools are provided. 5. Procedures for a special general meeting At an SGM, matters must be considered by members in a certain way. A sample agenda, with guidance for the secretary, is provided in this Part. 6. Voting methods There is a range of ways in which people who are entitled to vote at a meeting can do so. A variety of voting methods are set out in a tool in this Part. 7. What are minutes? Minutes are a written record of what was discussed and decided at a meeting. One of the key legal tasks of the secretary of an incorporated association is to make sure that accurate minutes are made of the organisation s SGMs, and that these are kept in a safe place. Both the Associations Incorporation Reform Act 2012 (Vic) and an organisation s rules set out legal requirements for the minutes of the organisation. Those requirements are discussed in this Part. Special General Meetings NOT-FOR-PROFIT LAW 6.1
3 8. Preparing and keeping minutes This Part sets out what should be included in the minutes and how they should be kept. It also contains tips and tools for drafting minutes, including action lists which summarise people s responsibilities arising from an SGM. 9. Confirming and verifying minutes The secretary should ensure at each SGM that the members pass a resolution confirming the minutes of the previous meeting, and the chairperson signs a copy of the confirmed minutes. This Part explains this procedure and has a tool to help you. 1. What is a special general meeting? A SGM is a meeting of the members of an incorporated association. An SGM is any general meeting that is not an Annual General Meeting (AGM) or a disciplinary appeal meeting. SGMs are used to address matters that are not dealt with at an AGM, and are normally convened to address one or more particular matters. All voting members of an association must be provided notice of an SGM and can vote on any resolutions of an SGM. An SGM must be convened in accordance with the Associations Incorporation Reform Act 2012 (Vic) (the AIR Act) and the procedures provided in an association s rules. The model rules provide for an extra kind of meeting of members a disciplinary appeal meeting. Members who have been subjected to disciplinary action by the committee can call a meeting of members to appeal the committee decision. The process for calling and running these meetings is different to SGMs, and is covered by model rules 23 and What is a notice of meeting (and notice of motion)? What is a notice of meeting? A notice of meeting is a written notice that a meeting is to take place at a specified time. A notice of meeting should set out information (such as the date, time, place, and what is proposed to be done) so that those invited to the meeting know what it s about and can decide whether to attend. The contents of a notice of meeting may vary significantly from organisation to organisation, depending on the type of organisation and how formal the SGM is. However there are some matters that must be addressed in a notice of meeting. In some cases, there are particular notice requirements under the AIR Act before certain resolutions can be passed at a meeting (see below, 3. Notice of a special general meeting of members). The AIR Act makes it an offence for an organisation to hold an SGM unless notice has been given to every member eligible to vote at that meeting (section 60). Special General Meetings NOT-FOR-PROFIT LAW 6.2
4 Remember! Special general meetings are referred to in this Part of the Guide as any general meeting of members that is not an annual general meeting. For information on annual general meetings see, Part 5: Annual General Meetings in this Guide. Remember! Special general meetings are referred to in this Part of the Guide as any general meeting of members that is not an annual general meeting. What is a notice of motion? A notice For information of motion on is annual a notice, general given meetings by a member see, of Part the 5: organisation, Annual General which Meetings proposes in this that Guide. a decision or action be discussed and voted on at the next meeting. Commonly the member gives a notice of motion to the secretary, either at the previous meeting (usually at the end) or at a specified time before the next meeting. The motion is then included as an item of business for the next meeting (usually under a heading such as motions on notice ). A notice of motion gives the other members an opportunity to consider the member s motion before the meeting takes place and is generally only given if the matter proposed by the member is an important decision for the organisation. A notice of motion may also be required by your organisation s rules or policies. You need to check. Important: The secretary of an incorporated association is usually responsible for preparing and giving notice of meetings under the organisation s rules. This is an important job. If a notice of meeting is not correctly prepared and given, the meeting may be invalid and decisions made at it may be void (of no legal effect). See further information below at Notice of proposal to remove an auditor There are special rules for giving notice to remove an auditor. If your SGM will include a motion to remove an auditor, notice of the SGM needs to be sent earlier, to every member, and needs to 3. include What extra are the information. legal requirements for notices of special general meetings? When to give notice of a proposal to remove an auditor For Notice SGMs, of there a proposal are legal to remove requirements an auditor about: must be given to members of the association at least two months before the SGM at which the resolution is proposed to be passed (section 106(2) of the AIR Act). when This the means notice that must the be SGM given notice will need to be prepared earlier than usual. There are other steps which must be taken before a meeting proposing to remove an auditor can be held (sections the content of the notice 106 and 107): how notice must be given who a notice the notice proposing must be a resolution given to, and to remove an auditor must state the proposed resolution in full, and what to do if the meeting is adjourned. a notice may be given to members of the organisation personally, by post or in any other way that is allowed under the organisation s rules. Terminology: The Who words should service be given and notice? serving are often used to describe legal requirements for giving notice of a meeting. Service simply means the process of giving a notice to someone who is invited to a meeting. Notice of For a proposal example, to your remove rules an may auditor state that must a notice be given must to be every served member on (given of the to) incorporated a person by post, association or (section in person. 106(2)). In addition, as soon as possible after the notice is given to members, the secretary of the organisation must give a copy of the notice to: Special General Meetings NOT-FOR-PROFIT LAW 6.3 the auditor, and should CAV talk to (section a lawyer before 106(4)). making a CAV decision has about advised what to do. that Full disclaimer this can and copyright be done notices, in which person, apply, are by at post, (attaching the notice as a PDF). The auditor may write to the secretary of the organisation about the proposed resolution (section 107(1)). Unless CAV orders otherwise:
5 You need to consider: any requirements imposed by: the AIR Act the Associations Incorporation Reform Regulations 2012 (Vic) (the Regulations) the law developed by the courts (that is, judge-made law ) your organisation s rules (sometimes called the constitution ), and any policies your organisation has about this issue. Remember! Make sure you have the most up-to-date version of your rules, including any changes that the organisation s members and Consumer Affairs Victoria (CAV) have approved. If you are confused about which rules apply to you and whether the copy you have is up-to-date, the best thing to do is to contact CAV and request a copy of your organisation s rules and purposes. Your rules may not reflect all the requirements of new laws for incorporated associations. See our Transitional Guide and Rules Checklist in the Information Hub for more information. The checklist in Tool 1: Checklist for notice of special general meeting, will help you to prepare a notice for an SGM. 4. Notice of a special general meeting of members What is a special general meeting? An SGM is a meeting of the members of an incorporated association which is convened using the procedures in the organisation s rules. An organisation will have its own rules and procedures for giving members notice of an SGM. Important: There are special requirements under the AIR Act for giving notice of particular types of SGMs. These are: a meeting proposing a special resolution, and a meeting proposing to remove an auditor. The requirements for these are discussed later in this Part. When to give notice of a special general meeting The rules of an incorporated association must set out the time within which notices of SGMs (and notices of motion) are to be given, published or circulated. Many organisations have a rule (similar to Special General Meetings NOT-FOR-PROFIT LAW 6.4
6 model rule 33) that members should receive notice of an SGM at least 14 days (or 21 days if a special resolution is proposed see more information below) before the meeting. Also, many organisations have a rule (similar to model rule 30) that the management committee may decide the specific date, time and place to hold an SGM. Remember! Check your rules to see what they say your organisation may have adopted the model rules or it may have changed the model rules to suit its own particular circumstances. Your organisation may have also supplemented its rules with policies about the time for giving notice of an SGM. You should check whether any such policies exist and if so, whether they specify extra requirements. How to measure time for giving notice Calculating the number of days notice can be confusing. Firstly, check whether your organisation has its own rules about measuring time. The model rules do not have any provisions about measuring time. If your rules do not address measuring time, it is good practice when counting days to exclude both: Example: Most organisations have a rule that a notice of general meeting should be sent to members at least 14 days before the meeting is held. If a notice is personally delivered to a member on 1 January, you would count 14 days from 2 January. That makes 16 January the earliest date for holding the meeting. the day on which the notice is sent, and the day on which the meeting is to be held. This would meet the requirements of section 44 of the Interpretation of Legislation Act 1984 (Vic). If the notice is sent to members by post, the commonly accepted rule is that the notice period begins the day after the letter would have been delivered in the ordinary course of post (section 49 of the Interpretation of Legislation Act 1984 (Vic)). You can ask Australia Post for information about ordinary delivery times. For example, it usually takes one business day for a letter to reach an address in metropolitan Melbourne, and longer for remote or interstate addresses. Tip: When calculating the number of days notice that needs to be given, to be safe, you should allow a couple of extra days, especially if the notice is sent by post. What information should be in a notice of a special general meeting? A notice of an SGM should: be sufficiently clear and detailed so that any ordinary person who receives the notice and scans it quickly can know what is proposed to be done at the meeting and can then decide whether to attend Special General Meetings NOT-FOR-PROFIT LAW 6.5
7 be a full and fair disclosure of the matters to be discussed at the meeting, and not mislead any member of the organisation. These legal requirements have been developed by the courts to help establish good and fair procedures. To meet these requirements, it is desirable that an organisation s rules specify what details must be included in a notice of SGM, but as a minimum the notice must include the date, time and place of the SGM (section 60 of the AIR Act). For an example of a notice of special general meeting (under the model rules, this is any general meeting which is not an annual general meeting) see Tool 2: Sample notice for special general meeting. Remember! If your organisation uses the model rules, or has a rule similar to new model rule 31(3), the only matters that can be discussed and voted on at an SGM are the ones set out in the notice of meeting. This means that the secretary must be very careful to include in the notice of SGM all items of business to be dealt with. Extra things can t be addressed at the meeting. Remember to check your organisation s own rules and procedures, as they may have different requirements. Tip: Commonly, agendas for SGMs include a catch-all item such as any other business or general business. This allows members to discuss any additional matters which arise at the meeting (such as setting a time and place for the next meeting). However, the SGM should not pass resolutions on important matters which have not been previously notified to members. If additional matters of business are attempted to be raised at the meeting, it is best for the organisation to convene a further meeting (with sufficient notice to members) to consider the issues properly, and vote on any resolutions. Your organisation may also have policies about the content of notices of SGMs. For example, it may be your organisation s policy to specify who authorised the notice. The notice is usually sent together with documents which provide background information on the matters to be discussed at the meeting, such as: the minutes of the last meeting reports prepared by the management committee, staff or volunteers, and financial reports. See Tool 1: Checklist for notice of special general meeting and also Special General Meetings NOT-FOR-PROFIT LAW 6.6
8 Special General Meetings NOT-FOR-PROFIT LAW 6.7
9 Tool 2: Sample notice for special general meeting. How to give notice of a special general meeting The rules of an incorporated association must set out the way in which notices of SGMs (and notices of motion) are to be given, published or circulated (item 19 of Schedule 1 of the AIR Act). Many organisations have a rule that a notice of an SGM may be: provided in person sent by post to each member s address, or sent by fax, or other form of electronic transmission.. Check your own organisation s rules. The way in which notice must be given varies greatly, depending on the type of organisation and the formality of meetings. Some organisations rules require a notice to be posted to each paid-up member; others require notice by an advertisement in a local newspaper; others may place a notice in their regular newsletter or on a club notice board. Extra requirements apply if there will be a motion put at your SGM that requires a special resolution to pass (see further discussion below). Your organisation may also have supplemented its rules with policies about how to give notice of an SGM. Tip: When giving notice of an SGM, it is good practice to give each member of the association an individual notice (rather than, for example, only putting up a notice on the club notice board). This prevents a claim by a member that they were unaware of an SGM. With large organisations this may be expensive. Therefore, some organisations rules may allow for other methods of providing notice to members (for example, by ). Who should be given notice of a special general meeting? Unless your rules say otherwise, you should give notice of an SGM to all members listed on the organisation s register of members. (The secretary usually has responsibility for maintaining the members register see Part 4: Registers, Records and Official Documents in this Guide). The AIR Act requires that notice be given to each member of the association entitled to vote at general meetings (section 60 of the AIR Act). This is the minimum requirement. Some organisations may specify in their rules that only paid-up (financial) members or some other special membership class are required to receive notice of an SGM. Your organisation may also have life members, who may or may not need to be notified. Check your organisation s rules and policies about who should be given notice of an SGM. What if a special general meeting (or a motion) is adjourned to a later date? Special General Meetings NOT-FOR-PROFIT LAW 6.8
10 Sometimes, an SGM may be adjourned to a later date for example, if there are not enough members at the meeting to make decisions for the organisation (see How many people need to be at a special general meeting? below). And sometimes, even though the meeting goes ahead, a motion of which notice has been given may need to be adjourned to a future SGM. In such cases, you will need to consider whether a new notice of SGM (or notice of motion) is required. For example, model rule 37 states that if a meeting is adjourned for 14 days or more, a fresh notice must be served. Check your organisation s rules for any specific provisions about this. Notice of SGM where motion requiring special resolution will be put to members extra requirements There are extra notice requirements if particular types of decisions are proposed to be made at an SGM. One of these situations is where a motion requiring a special resolution will be put to members. Why have extra requirements for special resolutions? Notice of a proposed special resolution Special resolutions are required under the AIR Act for an organisation to make certain decisions (such as changing the organisation s name, rules, removing a committee member from office or winding up the organisation). See 4. Procedures for a special general meeting below for information about passing a special resolution at an SGM (and then seeking approval from CAV, where applicable). When to give notice of a proposed special resolution A notice of a meeting that will include a motion requiring a special resolution to pass must be given to all members who are entitled to vote at least 21 days before the meeting (section 64(2) of the AIR Act). Otherwise, the resolution cannot be passed as a special resolution at the meeting. What information should be included in the notice? To pass a special resolution at an SGM, the AIR Act (section 64(3)) requires the notice to: specify the date, time and place of the SGM set out the actual wording of the proposed special resolution in full, and state that it is intended to propose the resolution as a special resolution. The policy reason for having extra requirements for a notice of a meeting proposing a special resolution is that special resolutions are used to make important decisions under the AIR Act. So, it is important to give members more time and information about the matter so that they can consider it carefully before the meeting. Check your organisation s rules carefully for any extra requirements about notices of proposed special resolutions. For an example of a notice with a proposed special resolution, see Tool 2: Sample notice for special general meeting. Special General Meetings NOT-FOR-PROFIT LAW 6.9
11 How should notice be given? See discussion above, How to give notice of a special general meeting. Who should be given notice? The AIR Act requires a notice of an SGM proposing a special resolution to be given to all members of the organisation who are entitled under the organisation s rules to vote on the resolution (section 64(2) of the AIR Act). Check whether your organisation has particular classes of members who are, or are not, eligible to vote on the matter. Notice of proposal to amalgamate the association with another organisation If the motion requiring special resolution is proposing to amalgamate (or, join ) an organisation with other organisations (one or more), the notice should: nominate the first secretary of the amalgamated organisation include the terms of the amalgamation, and attach a copy of the proposed rules of the amalgamated organisation. An application to amalgamate can only be approved by CAV (section 18), if the application includes the relevant details about the amalgamated organisation (name, first secretary s details) and is accompanied by evidence of the passing of the special resolution(s) approving the proposed terms of the amalgamation as well as the rules of the amalgamated organisation. Remember! If a special resolution is proposed for an SGM, your organisation must comply with the notice requirements in section 64(2) of the AIR Act. Otherwise, the resolution cannot be passed as a special resolution at the SGM. Check whether your organisation has particular classes of members who are, or are not, eligible to vote on the matter. Notice of proposal to remove an auditor There are special rules for giving notice to remove an auditor. If your SGM will include a motion to remove an auditor, notice of the SGM needs to be sent earlier, to every member, and needs to include extra information. When to give notice of a proposal to remove an auditor Notice of a proposal to remove an auditor must be given to members of the association at least two months before the SGM at which the resolution is proposed to be passed (section 106(2) of the AIR Act). This means that the SGM notice will need to be prepared earlier than usual. There are other steps which must be taken before a meeting proposing Why have a longer notice period? This long notice period is designed to make sure that the organisation s members, the auditor and CAV have time to consider the proposal, and the auditor has time to prepare any response before the SGM at which the decision is to be made. Special General Meetings NOT-FOR-PROFIT LAW 6.10
12 to remove an auditor can be held (sections 106 and 107): a notice proposing a resolution to remove an auditor must state the proposed resolution in full, and a notice may be given to members of the organisation personally, by post or in any other way that is allowed under the organisation s rules. Who should be given notice? Notice of a proposal to remove an auditor must be given to every member of the incorporated association (section 106(2)). In addition, as soon as possible after the notice is given to members, the secretary of the organisation must give a copy of the notice to: the auditor, and CAV (section 106(4)). CAV has advised that this can be done in person, by post, or (attaching the notice as a PDF). The auditor may write to the secretary of the organisation about the proposed resolution (section 107(1)). Unless CAV orders otherwise: the secretary of the organisation must provide a copy of the auditor s letter to all members of the organisation before the SGM, and the auditor must be allowed to attend and talk to the meeting before a vote on the resolution is taken (section 107(2)). What if a notice of a special general meeting might be invalid (defective)? If there is a defect with a notice of SGM (for example, it did not contain the details required by the AIR Act or was sent without providing sufficient notice), the notice may be invalid. If this happens, any actions taken and decisions made at the subsequent meeting may be void (that is, of no legal effect). If a member of your organisation alleges that a notice of an SGM is invalid, it can be difficult to work out whether the alleged defect is something that would make the meeting void. The answer will depend on the seriousness of the alleged defect. Is it possible to waive any defects in a notice? If you have realised that your notice of SGM was defective, there are steps you can take to fix the defect. If all the members entitled to attend the SGM (not just those who actually attend) agree to waive a defect in the notice (that is, essentially to ignore it), the invalidity may be overcome. The courts have long recognised this as a way of curing defects in a notice. However, waiving a defect can prove difficult for an SGM that is large or more formal. A defective notice of an SGM that includes a proposed special resolution is unlikely to be cured by a waiver. If 21 clear days notice has not been given, you should seek legal advice. You may need to hold the meeting again or confirm the resolution at a future special general meeting (see below). Is it possible to overcome alleged defects in any other way? One method of overcoming any alleged defects in a notice is to continue to hold the (possibly) invalid SGM (if those present agree) and to keep records of the decisions made at the meeting. At the next Special General Meetings NOT-FOR-PROFIT LAW 6.11
13 validly convened general meeting, a motion can be put adopting the decisions made at that earlier (possibly) invalid SGM. Of course, until that subsequent meeting validates the decisions of the previous (invalid) SGM, the decisions of that previous meeting will have no legal standing or effect. This approach is therefore usually taken only if there is likely to be no dispute about the previous decisions. Tip: If there is ever any concern about the validity of any notice, you should seek legal advice. 5. Example: Procedures for a special general meeting If your organisation operates on a calendar financial year (1 January to 31 December 2009), your annual general meeting must be held by 31 May Procedures for SGMs of incorporated associations in Victoria can vary considerably, depending on the If your organisation operates on a business financial year (1 July 2009 to 30 June 2010), your annual type general of organisation, meeting must who be is held attending by 30 and November what is being discussed. An SGM of a large organisation is usually very formal. Generally, the larger the group, the more formal the SGM procedures (so that order is maintained and the meeting can deal with its business efficiently). The person who chairs the SGM (usually called the chairperson or president) guides the style. As long as the legal requirements are met, the chairperson may run the SGM in as relaxed or formal a style as the particular situation allows. You need to take into account any requirements imposed by the AIR Act, the Regulations and your organisation s rules when establishing meeting procedures, Each organisation also develops its own customs, practices and culture over time. These may not be formally reflected in the rules of the organisation. So it is important to ask about your organisation s policies and procedures (written and unwritten), as well as the rules, to find out how your organisation usually conducts meetings. Tip: Some customs and practices are intentionally designed to promote efficiency of time and effort, to focus on certain key meeting issues, or for other strategic purposes. For example, an organisation may table certain reports and take them as read (that is, the SGM does not deal in detail with the report, but members may ask questions). What is the role of the secretary at special general meetings? The role of the secretary is discussed in detail in Part 3: Secretary s Legal Role, Powers and Duties in this Guide. In particular, for SGMs, the secretary is usually responsible for the following tasks: preparing and distributing any reports or documents to people who are invited to the meeting dealing with any correspondence assisting in and recording the outcome of any votes taken, and Special General Meetings NOT-FOR-PROFIT LAW 6.12
14 taking minutes of the meeting (or arranging for someone else to take them). Rules and special general meetings Check your organisation s rules for the requirements (if any) about SGMs including: the agenda for the meeting the quorum for the meeting (that is, the minimum number of members who must be present) how resolutions are passed voting methods, and how meetings can be adjourned. Each of these matters is discussed in more detail below. Agenda for a special general meeting The agenda for any general meeting including a SGM, should include all business to be considered at the meeting (this should be included in the notice of meeting see What information should be in the notice of special general meeting? in this Guide). Some items of business are usually listed on the meeting agenda and dealt with at every general meeting, such as: attendance and apologies, and confirming the minutes of the last meeting. As the meeting will usually be convened to consider and decide a particular matter, the agenda should clearly set out the issues to be determined. How many people need to be at a special general meeting? Before you can deal with any business at an SGM, there must be a minimum number of the organisation s members present. This number is called the quorum. Your organisation s rules must specify the quorum for SGMs and other general meetings (item 18 of Schedule 1 of the AIR Act). Model rule 36 says that the quorum is 10% of members entitled to vote present physically or by proxy. Check your own organisation s rules for the quorum number and whether they may be present by proxy. What happens if there is no quorum? If there is no quorum at an SGM, your organisation s rules should set out what will happen. For example, model rule 36 provides that: no item of business may be conducted at the meeting unless a quorum of members entitled to vote is present when the meeting is considering that item if, within half an hour after the time set for the start of the meeting, a quorum is not present, then either: Special General Meetings NOT-FOR-PROFIT LAW 6.13
15 if the meeting has been convened at the request of members the chairperson must cancel the meeting, or in any other case the chairperson must adjourn (reschedule) the meeting. Model rule 36 also says that if a quorum is not present by the end of the first half hour of the rescheduled meeting, then, if there are at least three members present, those members shall be a quorum. This means that the rescheduled SGM will be able to deal with the items of business, so long as at least three members are personally present. Remember the AIR Act now allows attendance at meeting via technology (such as phone conferencing or video conferencing). You should check your organisation s own rules. Motions and resolutions The words "motion" and "resolution" are often (incorrectly) used as if they mean the same thing. They don t - they have separate, but related, meanings. What is a motion? A motion is a proposal that a member puts at a meeting in order that some action be done or decision made about an issue (see discussion of a notice of motion above in this Part). The technical procedure is that: Example: The XYZ Club calls a general meeting at which a motion is put forward by a member that this meeting approve the lodgment of a zoning application for the association's Club House with the Melbourne City Council. Another member seconds the motion. Then the meeting can vote to approve or pass the motion (or not). a member moves the motion, and then another member seconds the motion. Sometimes, members may wish to change the wording of the motion, and if so then: a member moves an amendment to the motion, and then another member seconds the amendment. What is a resolution? Example: The XYZ Club meeting votes to approve the motion that this meeting approve the lodgment of a zoning application for the association's Club House with the Melbourne City Council. The motion then becomes a resolution that legally binds the XYZ Club and its members. But, if necessary, the organisation can change or cancel its decision by passing another resolution to override the previous one. A resolution is a motion that the meeting has approved or passed. A resolution is therefore the result of a motion (or an amended motion) put before, and approved by, the meeting. Once the resolution is passed, the meeting has made a binding decision. There are two main types of resolutions: ordinary resolutions (often simply called a resolution ), and special resolutions. Special General Meetings NOT-FOR-PROFIT LAW 6.14
16 The requirements for passing ordinary and special resolutions are different, and are discussed in more detail below. For information about drafting motions and resolutions, see 7. Preparing and keeping minutes below. How is an ordinary resolution passed? Unless your rules say otherwise, an ordinary resolution is passed by a simple majority of members who vote at an SGM. A simple majority is when more than half of the members present and voting at the meeting, vote in favour of (for) the resolution. For example, if there were 20 members voting on a motion, you would need 11 (or more) members voting in favour to pass an ordinary resolution. Check your organisation s rules for any particular requirements for passing resolutions (either ordinary or otherwise). For example, the rules may require a majority of all members entitled to vote (rather than a majority of members who actually vote) to pass a resolution. This means that, for example, if you have 50 members, and 30 turn up to your meeting, you will still need 26 votes (that is more than half the 25 members eligible to vote) to pass a resolution. This is sometimes known as a resolution by absolute majority. How is a special resolution passed? A special resolution must be passed in accordance with the requirements in section 64 of the AIR Act. As discussed above, special resolutions are required under the AIR Act for certain important decisions, such as changing the organisation s name or rules. Your organisation s rules may specify other situations, or types of decisions, which require a special resolution. To pass a special resolution at an SGM, the AIR Act requires that: 1. not less than 21 days notice of the special resolution must have been given to members (section 64(2)), and the notice must contain the complete wording of the proposed resolution (see Notice of a proposed special resolution above) 2. not less than three quarters (that is, 75% or more) of members who are both: entitled to vote, and who actually do vote at the meeting, either in person, or by proxy if allowed (see below, Proxy voting) must vote in favour of (for) the special resolution (section 64(4)(a)(i)), and 3. any additional requirements in the organisation s rules about passing special resolutions must be met (section 64(4)(a)(ii)). Your organisation s rules can impose additional requirements (for example, a requirement to include certain extra information about the proposed special resolution in the notice of meeting), but cannot reduce or increase the 75% provision. Special General Meetings NOT-FOR-PROFIT LAW 6.15
17 If it would be too difficult (impracticable) for your organisation to pass a special resolution in the way required by section 64(4)(a), you can ask CAV for approval to pass a special resolution in another way (section 66). CAV has advised that an organisation may get approval if, for example, it needs to pass a motion to wind up (end) the organisation but there is a problem with the organisation s records and it is difficult to identify all the members of the organisation. Remember! Some decisions passed by special resolution (for example, changing the organisation s rules) are not official under the AIR Act until they have been approved by CAV. Depending on the type of decision, you may need to notify CAV of the special resolution and seek approval for the change. Proposal to remove an auditor extra requirements There are special requirements if a resolution to remove an auditor is proposed to be passed at an SGM (section 106 of the AIR Act and see Notice of proposal to remove an auditor above). One of these requirements (section 107(2)(b)) is that, unless CAV orders otherwise, the auditor must be allowed to: attend the SGM at which resolution to remove them is to be considered, and talk to the meeting before the vote on the proposed resolution is taken. Voting at special general meetings If members at an SGM want to make a decision about a matter, a motion or an amendment, it is usual for each member to cast a vote generally in favour (for) or against. Check your organisation s rules for any requirements about voting procedures. Model rule 38 provides that: each member has only one vote all votes must be given personally or by proxy (see below, Proxy voting), and if there is a tied vote (that is, an equal number of votes for and against ), the chairperson may vote again to decide the matter (sometimes called the casting vote ). For information about voting methods see below, 5.Voting methods. Adjourning special general meetings Check your organisation s rules for any provisions about adjourning (rescheduling) SGMs. As discussed above, the rules of an incorporated association will usually require the chairperson to adjourn an SGM if there is no quorum present after a specified time. For example, model rule 37 also provides that: if a majority of the members present consent, the chairperson may adjourn the meeting to another time and place at the rescheduled meeting, the only business that may be dealt with is the unfinished business from the meeting that was adjourned, and Special General Meetings NOT-FOR-PROFIT LAW 6.16
18 if a meeting is adjourned for 14 days or more, then a notice of the rescheduled meeting must be given in accordance with the rules for notices of general meetings. Some organisations rules allow for an SGM to be adjourned in other circumstances as well. You need to check what your rules say. 6. Voting methods There are various ways in which votes can be taken at an SGM. The most common methods are voting by show of hands or by poll (that is, a vote in writing). These and other methods (such as voting by voices) are discussed in more detail in Tool 3: Table of voting methods. Check your own organisation s rules and policies about voting methods. Your rules may require certain methods and not allow others. They may also require different methods of voting at different types of meetings. How to vote on a special resolution Voting on a special resolution should be conducted as required or permitted by your organisation s rules. The AIR Act says that a special resolution is passed if the chairperson declares it has been passed, unless a member of the organisation demands that the votes be counted (section 65(3), see below about polls). Tip: The usual procedure for voting at an SGM is that the chairperson will: clearly state the motion to be put to the meeting take a vote from those present and entitled to vote determine the result, and announce the result of the vote. Polls and ballots A poll is a method of voting in writing on a motion (and any amendments) at a meeting. It is usually the role of the chairperson to determine whether a poll is required, to direct the conduct of the poll and to supervise the counting of the written votes. The way in which individual members voted in the poll is not usually disclosed. In many organisations the rules allow a member to request a poll. Commonly, a poll may be requested by: a member who questions the result of a particular vote count (for example, if the SGM is large and there is a close vote on a show of hands), or a member who believes that any proxies held may alter the outcome of the vote (because a holder of several proxies has only one vote in a show of hands). Sometimes a poll must be conducted, if a certain number of members request it. For example, model rule 40 requires a poll if three or more members demand one on a question. Special General Meetings NOT-FOR-PROFIT LAW 6.17
19 A ballot is a method of voting for elections of office bearers and management committee members. A ballot is usually confidential, in which case it is referred to a secret ballot. In a secret ballot, the name of the voter is not disclosed, compared to a poll where the voter s name is usually written on the voting paper so the voter s right to vote can be checked (for example, that they are a paid up member). Contested elections at an SGM (that is, if there is more than one person nominated for a position) are often conducted by secret ballot. For more information about how to conduct a poll and ballot, see Tool 3: Table of voting methods. Abstaining from voting and opposing Some members may decide not to vote at all (that is, abstain from voting ) and they may wish to have the secretary record their names in the minutes as having abstained. Other members may oppose the motion and request that their opposition be noted. What if a vote is tied? If a vote is tied, most organisations rules say that the chairperson has a second (or casting ) vote to decide the matter. This is the position in both the old and new model rules. Commonly, the chairperson will exercise this vote to maintain the existing situation (so that a controversial resolution will not be passed). What if a member is unable to attend a special general meeting and vote in person? If a member of an organisation is unable to attend an SGM to cast their vote in person, that member may, depending on the rules of their organisation, vote by proxy. See Proxy voting below. As an alternative, an organisation may allow direct voting so that members who will be absent from an SGM can cast their own vote. The vote can be cast by completing and lodging a voting form prior to that meeting. More information about direct voting, including how an organisation can amend its rules to implement a system of direct voting is provided below, Direct voting. Proxy voting What is proxy voting? If a member of an organisation is unable to attend an SGM and vote on an issue personally, that member may be able to appoint another person to cast a vote on their behalf (that is, vote by proxy ) at the meeting. Terminology: When talking about proxies, it is important to know the following definitions: the donor is the member of the organisation who appoints another person to vote on their behalf the proxy holder or proxy is the person who is appointed to vote on behalf of the absent member, and the proxy form is the document by which the donor appoints the proxy. Usually, a proxy must be appointed in a particular written form, see for example the two proxy forms Special General Meetings NOT-FOR-PROFIT LAW 6.18 in Appendices 2 and 3 of the model rules. The model rules are available for download from the CAV 2014 website, Justice Connect (formerly PILCH). This information is current at January 2014 and does not constitute legal advice. If you have a legal problem you should talk to a lawyer before making a decision > Associations about what to do. Clubs Full disclaimer and and Fundraising copyright notices, > Incorporated which apply, are Associations > and Resources.
20 What are the legal requirements for proxy voting? A member of an incorporated association has no general legal right to appoint a proxy (but see below, Proxy voting and powers of attorney). The power or right to appoint a proxy can be given only by the organisation's rules, so you should check if your rules allow for proxy voting. The AIR Act requires the rules of an incorporated association to specify whether or not absent members are allowed to vote by proxy (item 18 of Schedule 1 of the AIR Act). Check your organisation s rules carefully for any provisions about proxy voting. The rules of some organisations specify a deadline for receiving proxy forms before the AGM. The model rules do not contain a time limit for proxy forms provided in person, however model rule 34(7) requires that forms sent by post or electronically be received 24 hours before the meeting to have effect. Having a deadline in your rules avoids the secretary having to receive many proxy forms at the meeting, which can slow the progress of the meeting. The rules of some organisations may also allow: non-members to act as proxies a general proxy (which gives a member the right to appoint another to vote as they see fit on all aspects of the organisation s business for a certain period of time) a specific proxy (which allows a person to cast a vote only at a particular meeting in a particular way), and/or the chairperson to hold the general proxies of many absent members (and therefore enable the chairperson to exercise the proxy in any manner they see fit). Tip: See Tool 5 in this Part. Be sure to check the flowchart against your organisation s rules and policies before relying on it. If your rules are different, adapt the tool to suit your own circumstances. What if the donor attends the annual general meeting themselves? If the donor attends an SGM for which they have appointed a proxy then, if the donor votes on an issue, the proxy holder may not vote on their behalf. The proxy holder may continue to act in accordance with the proxy form to vote on subsequent matters (so long as the donor does not vote). Is the chairperson required to exercise the proxies they may hold? If the chairperson has been appointed a proxy holder by a number of absent members, there is no broadly applicable rule about whether the chairperson must vote on behalf of these donors. It will depend on the wording of the document that appoints them as proxy. It is good practice for the proxy form to set out whether the chairperson must vote in a particular way or whether the chairperson may (or may not) vote in a particular way on the resolution. If the chairperson may vote but does not have to, this means they have a discretion about exercising the proxy. If a donor appoints the chairperson as their proxy to vote on a resolution in a particular way, the chairperson must vote in that way. Special General Meetings NOT-FOR-PROFIT LAW 6.19
21 Cancelling a proxy Generally, a donor may cancel (or revoke ) a proxy before it is exercised by: giving both the proxy holder and the organisation a written notice of revocation (which becomes effective as soon as it is received and which, strictly, must be received by the organisation before the SGM at which the proxy was to be used) granting a subsequent and superseding (overriding) proxy to the same or another person, or resigning from the organisation. If a donor dies, the proxy automatically ends. Check your organisation s rules carefully for any provisions about revoking proxies. For example, some organisations rules require a donor wishing to cancel a proxy to give notice to the organisation by a certain deadline before the meeting. If the donor has appointed a proxy for a specific SGM (see discussion of specific proxies above), the appointment will only be valid for that meeting. Powers of attorney A person can appoint another person (or more than one) to have power of attorney for them that is, to make decisions on their behalf, either indefinitely or for a specified period of time. This must be done in writing, signed and dated. This is another way to enable a person to vote on behalf of a member who is not attending an SGM. For more detailed information on powers of attorney, and sample forms, see the Office of the Public Advocate website: > Powers-of-attorney. Terminology: When talking about powers of attorney, it is important to know that: the donor is the person who appoints another person to make decisions on their behalf the attorney is the person who is appointed by the donor, and the power of attorney is both the document by which the attorney is appointed, and the actual grant of power. The attorney may exercise the powers of the donor, and vote on their behalf at an SGM. A donor may cancel (revoke) a power of attorney at any time in writing. If a person says they have power of attorney to act on behalf of a member of your organisation, it is good practice to: ask that person for a written declaration that they have the powers they claim, and request to see, and then carefully read, the original copy of the power of attorney to: confirm that the power exists Special General Meetings NOT-FOR-PROFIT LAW 6.20
trustees & governance Charities and Meetings
trustees & governance Charities and Meetings The Charity Commission The Charity Commission is the independent regulator of charities in England and Wales. Its aim is to provide the best possible regulation