Division 3 — Election of committee members and tenure of office
How members become committee members
A member becomes a committee member if the member —
(a) is elected to the committee at a general meeting; or
(b) is appointed to the committee by the committee to fill a casual vacancy under rule 38.
Nomination of committee members
(1) At least 42 days before an annual general meeting, the secretary must send written notice to all the members —
(a) calling for nominations for election to the committee; and
(b) stating the date by which nominations must be received by the secretary to comply with subrule (2).
(2) A member who wishes to be considered for election to the committee at the annual general meeting must nominate for election by sending written notice of the nomination to the secretary at least 28 days before the annual general meeting.
(3) The written notice must include a statement by another member in support of the nomination.
(4) A member may nominate for one specified position of office holder of the Association or to be an ordinary committee member.
(5) A member whose nomination does not comply with this rule is not eligible for election to the committee unless the member is nominated under rule 33(2) or 34(2)(b).
Election of office holders
(1) At the annual general meeting, a separate election must be held for each position of office holder of the Association.
(2) If there is no nomination for a position, the chairperson of the meeting may call for nominations from the ordinary members at the meeting.
(3) If only one member has nominated for a position, the chairperson of the meeting must declare the member elected to the position.
(4) If more than one member has nominated for a position, the ordinary members at the meeting must vote in accordance with procedures that have been determined by the committee to decide who is to be elected to the position.
(5) Each ordinary member present at the meeting may vote for one member who has nominated for the position.
(6) A member who has nominated for the position may vote in accordance with that nomination.
(7) On the member’s election, the new chairperson of the Association may take over as the chairperson of the meeting.
Election of ordinary committee members
(1) 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.
(2) 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 —
(a) must declare each of those members to be elected to the position; and
(b) may call for further nominations from the ordinary members at the meeting to fill any positions remaining unfilled after the elections under paragraph (a).
(3) If —
(a) the number of members nominating for the position of ordinary committee member is greater than the number to be elected; or
(b) the number of members nominating under 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.
(4) A member who has nominated for the position of ordinary committee member may vote in accordance with that nomination.
Term of office
(1) The term of office of a committee member begins when the member —
(a) is elected at an annual general meeting or under rule 36(3)(b); or
(b) is appointed to fill a casual vacancy under rule 38.
(2) Subject to rule 37, a committee member holds office until the positions on the committee are declared vacant at the next annual general meeting.
(3) A committee member may be re‑elected.
Resignation and removal from office
(1) 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.
(2) The resignation takes effect —
(a) when the notice is received by the secretary or chairperson; or
(b) if a later time is stated in the notice, at the later time.
(3) At a general meeting, the Association may by resolution —
(a) remove a committee member from office; and
(b) elect a member who is eligible under rule 27(4) to fill the vacant position.
(4) 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.
(5) The secretary or chairperson may give a copy of the representations to each member or, if they are not so given, the committee member may require them to be read out at the general meeting at which the resolution is to be considered.
When membership of committee ceases
A person ceases to be a committee member if the person —
(a) dies or otherwise ceases to be a member; or
(b) resigns from the committee or is removed from office under rule 36; or
(c) becomes ineligible to accept an appointment or act as a committee member under section 39 of the Act; or
(d) becomes permanently unable to act as a committee member because of a mental or physical disability; or
(e) fails to attend 3 consecutive committee meetings, of which the person has been given notice, without having notified the committee that the person will be unable to attend.
Note for this rule:
. Section 41 of the Act imposes requirements, arising when a person ceases to be a member of the management committee of an incorporated association, that relate to returning documents and records.
Filling casual vacancies
(1) The committee may appoint a member who is eligible under rule 27(4) to fill a position on the committee that —
(a) has become vacant under rule 37; or
(b) was not filled by election at the most recent annual general meeting or under rule 36(3)(b).
(2) If the position of secretary becomes vacant, the committee must appoint a member who is eligible under rule 27(4) to fill the position within 14 days after the vacancy arises.
(3) Subject to the requirement for a quorum under rule 45, the committee may continue to act despite any vacancy in its membership.
(4) If there are fewer committee members than required for a quorum under rule 45, the committee may act only for the purpose of —
(a) appointing committee members under this rule; or
(b) convening a general meeting.
Validity of acts
The acts of a committee or subcommittee, or of a committee member or member of a subcommittee, are valid despite any defect that may afterwards be discovered in the election, appointment or qualification of a committee member or member of a subcommittee.
Payments to committee members
(1) In this rule —
committee member includes a member of a subcommittee;
committee meeting includes a meeting of a subcommittee.
(2) A committee member is entitled to be paid out of the funds of the Association for any out-of-pocket expenses for travel and accommodation properly incurred —
(a) in attending a committee meeting; or
(b) in attending a general meeting; or
(c) otherwise in connection with the Association’s business.