The Australian Electric Vehicle Association

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Meetings and Procedures


There are 4 types of official meetings,

1/The Annual General Meeting

2/ Special General meeting – held when approval of members is required or by request of members (see Constitution 32) Example: removal of elected official

3/ National Council Meetings – all decisions which affect the whole association – such as the election of the executive (President etc.) or  the appointment of national office holders (Newsletter editor, Webmaster etc.) or distribution of funds, must be done at a meeting of the National Council where a quorum is present. The first meeting in each year must be held after the branch elections but prior to the National AGM.  This may be scheduled just prior to the National AGM but must be held. The council may meet as often as it sees fit but a second meeting of the council during the year is mandatory, and should be scheduled as soon after the National AGM as practicable.

4/ Committee Meeting – this may be combined with a meeting of branch members, however  the committee by itself has the power to carry out branch activities.  There is an exception at Part 5 (45) where the committee does not constitute a quorum, and needs the votes of ordinary members to pass resolutions.  The Committee must meet at least 4 times a year. Division 4 (59)

Notices of committee meeting must be given at least 7 days before the meeting, it is suggested a schedule of 5 meetings during the year is developed at the first meeting of the year.

Urgent meetings – see rule 61.

The decisions at any meeting are not valid unless there is a quorum, for Branch Committee and Branch General meetings a quorum is; 5 of the members eligible to vote.(Constitution 36, 45 & 64)


Minutes are required to be kept of all official meetings   (Constitution 41 & 67)

For Annual General Meetings they must include- any resolution voted on and result of the vote

  • The names of the members attending
  • Proxy forms given to the chairman
  • Financial statements submitted
  • The certificate signed by 2 committee members that the financial statements are true and fair.

The Secretary is responsible for ensuring minutes are kept.

For a committee meeting

  • The names of the members attending
  • Business considered
  • Any resolution and the result of the vote
  • Any disclosure under rule 65 (material personal interest)


The Branch chairperson chairs the meeting, if not present, vice chairperson otherwise, a chairperson must be elected from those present before the meeting can proceed.

Voting is conducted by a show of hands – if the vote is equally divided the Chairperson has a second or casting vote.

The Chair person may declare that the resolution has been;

-carried or passed

-carried or passed unanimously

-carried by a particular majority


Results may be challenged by any three or more members attending and a poll demanded  ( See part 4  40 for details)