7. Members Meetings
7.1 Why are meetings of members called?
Meetings of members are either:
- Annual General Meetings, or
- Special meetings called to discuss a major proposal. What constitutes a major proposal is explained in the constitution.
7.2 Who can attend a members meeting as of right?
- Members
- Proxies for full members
- Directors
- The auditor
7.3 Are all members notified of a meeting of members?
All members on the register of members are notified. Those who receive services but have asked to be taken off the register of members are not notified.
Potential members are only contacted if a major proposal is to be considered.
7.4 What constitutes a quorum (a minimum number)
Fifty full members, either present in person or by proxy.
7.5 Who is entitled to vote at a meeting of members?
Full members only.
7.6 How is a chairperson elected at a meeting of members?
The chairperson of the board of directors must chair the meeting if he or she is present. If not and the deputy chairperson of the board of directors is present he or she must chair the meeting. Otherwise those present elect a member or an elected director.
7.7 Where are meetings of members held?
The board decides on the place meetings are held.
7.8 What procedures ensure blind and vision-impaired members can participate fully in a meeting of members?
The constitution provides for audio and audio-visual communication to be used at meetings.
Annual General Meetings
7.9 When does the Foundation hold its Annual General Meeting?
Within five months after the end of the Foundation's financial year.
7.10 What happens at an AGM?
- The results of the election of directors are announced.
- The auditor is appointed.
- The annual report is considered.
- Proposed resolutions are considered.
- Members can question, discuss and comment on the management and direction of the Foundation.
Special Meetings
7.11 What is a special meeting of members?
A meeting requested by the Board or by five percent of members to discuss matters of major importance to members. These are normally contained in major, or notified, proposals.
Resolutions Put by Members
7.12 How can members of the Foundation change Board policy?
By putting forward a resolution to be considered at a meeting of members. This is called a notified proposal.
7.13 What is required of a resolution to propose changes to Board policy?
It must be:
- In writing and contain the text of the resolution.
- Be signed by thirty or more full members.
- Be delivered to the registered office of the Foundation.
- Include contact details of a full member who will be the proposing member's representative for communications relating to the notice.
7.14 How will a resolution to propose changes to Board policy be considered and voted on?
It will be included in the business of the first members' meeting held 40 days or more after the date the proposal is delivered and can be voted on by members in person, by proxy or by postal ballot.
Minutes of Meetings of Members
7.15 How can I view the minutes of a meeting of members?
By requesting, in writing, a copy from the registered office of the Foundation.