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11. Annual General Meetings

  1. The Annual General Meeting must be held once every year, towards the end of the organisation’s financial year. At an AGM, Committee plus 5 (five) paid-up Members shall form a quorum.
  2. The organisation should deal with the following business, amongst others, at its Annual General Meeting:
    • Agree to the items to be discussed on the agenda;
    • Write down who is there and who has sent apologies because they cannot attend;
    • Read and confirm the previous meeting’s minutes with matters arising;
    • Chairperson’s report;
    • Treasurer’s report;
    • Changes to the constitution that members may want to make;
    • Elect new office bearers;
    • General;
    • Close the meeting.
  3. Each paid up member shall be entitled to attend and to exercise their vote as follows:
    • Voting power to be one vote per paid up KZNNA member;
    • Any Member is entitled to representation at an AGM may delegate any individual Member of the KZNNA to speak or vote on its behalf;
    • Affiliated societies shall each be entitled to be represented by one delegate who may speak, but shall not be entitled to vote.
  4. Items for the agenda of an AGM shall be submitted in writing at least 30 (Thirty) days prior to the date fixed for that AGM. The Agenda shall be circulated at least 14 (fourteen) days prior to the meeting and any amendment to an item appearing on the agenda must be in the hands of the Secretary at least 7 (seven) days prior to the meeting.
  5. A Special General Meeting may be convened by the Committee at its discretion or shall be convened within 1 (One) calendar months of receipt of a written requisition presented by 20 (twenty) members, stating the objects of such a meeting.A Special General Meeting may be convened provided that no Special General Meeting to be held less than 3 (three) calendar months after an AGM or less than 3 (three) calendar months before the date fixed for an AGM.Members shall have 14 (fourteen) days’ notice of any Special General Meeting and no other business shall be discussed or considered than is mentioned in such notice.