Election of ordinary committee members At the annual general meeting, the Association must decide by resolution the number of ordinary committee members (if any) to hold office for the next year. If the number of members nominating for the position of ordinary committee member is not greater than the number to be elected, the chairperson of the meeting — must declare each of those members to be elected to the position; and may call for further nominations from the ordinary members at the meeting to fill any positions remaining unfilled the elections under paragraph (a). If — the number of members nominating for the position of ordinary committee member is greater than the number to be elected; or the number of members nominating subrule (2)(b) is greater than the number of positions remaining unfilled, the ordinary members at the meeting must vote in accordance with procedures that have been determined by the committee to decide the members who are to be elected to the position of ordinary committee member. A member who has nominated for the position of ordinary committee member may vote in accordance with that nomination. Term of office The term of office of a committee member begins when the member — is elected at an annual general meeting or under subrule 36(3)(b); or is appointed to fill a casual vacancy under rule 38. Subject to rule 37, a committee member holds office until the positions on the committee are declared vacant at the next annual general meeting. A committee member may be re-elected. Guidance Note – Committee members upon incorporation - The committee members appointed on incorporation of the association will hold office the conclusion of the first annual general meeting of the association and will be eligible for re-election. Resignation and removal from office A committee member may resign from the committee by written notice given to the secretary or, if the resigning member is the secretary, given to the chairperson. The resignation takes effect — when the notice is received by the secretary or chairperson; or if a later time is stated in the notice, at the later time. At a general meeting, the Association may by resolution — remove a committee member from office; and elect a member who is eligible under rule 27(4) to fill the vacant position. A committee member who is the subject of a proposed resolution under subrule (3)(a) may make written representations (of a reasonable length) to the secretary or chairperson and may ask that the representations be provided to the members.
The common seal must be kept in the custody of the secretary or another committee member authorised by the committee. Giving notices to members In this rule — recorded means recorded in the register of members. A notice or other document that is to be given to a member under these rules is taken not to have been given to the member unless it is in writing and — delivered by hand to the recorded address of the member; or sent by prepaid post to the recorded postal address of the member; or sent by facsimile or electronic transmission to an appropriate recorded number or recorded electronic address of the member. Custody of books and securities Subject to subrule (2), the books and any securities of the Association must be kept in the secretary’s custody or under the secretary’s control. The financial records and, as applicable, the financial statements or financial reports of the Association must be kept in the treasurer’s custody or under the treasurer’s control. Subrules (1) and (2) have effect except as otherwise decided by the committee. The books of the Association must be retained for at least 7 years. Record of office holders Act Requirements – Record of office holders section 58 of the Act an association must maintain a record of — the names and addresses of the persons who are members of its management committee; or hold other offices of the association provided for by its rules; the name and address of any person who is authorised to use the common seal of the association (if it has a common seal); and the name and address of any person who is appointed or acts as trustee on behalf of the association. Under section 58 of the Act the association must, upon the request of a member of the association, make available the record for the inspection of the member. The member may make a copy of or take an extract from the record but does not have a right to remove the record for that purpose. The record of committee members and other persons authorised to act on behalf of the Association that is required to be maintained under section 58(2) of the Act must be kept in the secretary’s custody or under the secretary’s control. Note for this rule Section 58 of the Act — sets out the details of the record that an incorporated association must maintain of the committee members and certain others; and provides for members to inspect, make a copy of or take an extract from the record; and prohibits a person from disclosing information in the record except for authorised purposes.