Annual General Meeting

Notice is given, as per the IWA Penang Constitution (extract below of Article V, Section 2) that the Annual General Meeting 2010 will be held as follows: 

Voting will close at 10.30am.

Section 2 - Annual General Meeting

A.  The Annual General Meeting (AGM) of the IWA Penang shall be held as soon as possible after the end of each financial year, but not later than February.

B.     The primary purposes of the AGM are:

1.  To present the membership with the Presidents Annual Report on the workings of the IWA Penang.

2.  To present the membership with the audited financial statements for the previous financial year.

3.  To deal with such other matters as may be put before it, which are relevant to the purposes or objectives of the IWA Penang.

4.  To carry out the installation of the new IWA Penang Board of Officers.

B.  The AGM shall require notice to the membership of at least seven (7) days prior to the date of the meeting. The time and place of the meeting shall be determined by the Executive Board

C.  Copies of the Annual Report and audited financial statements shall be made available to the membership at the AGM.

Other information relating to this AGM, taken from the IWA Penang Constitution:

ARTICLE VI – BOARD OF OFFICERS

Section 4 - Elections and Appointments

A.  Officers of the Board shall be elected from active Ordinary Membership. Associate Members are not eligible to hold Board Positions.

B.  All positions will be declared vacant at the end of the term of the sitting Board. At the discretion of the Board, a Nominating Committee shall then be set up to poll the membership for interest in Board positions. The Nominating Committee shall present all nominations for each Board position to the Board prior to the AGM.

C.  Nominations will be called for each position from ordinary membership, each nomination being supported by the signatures of 2 current ordinary members, and nominations being called with a closing date of one (1) month prior to the Annual General Meeting.

D.  If there is more than one nomination for any position, a secret ballot will be taken at the AGM on each contested position, and the candidate with the majority of votes will be announced at the AGM as the successful candidate. The counting of the secret ballot votes will be by any two (2) ordinary members present at the AGM and the Chair of the Nominating Committee.

E.  If there are no nominations, the sitting Board will appoint a member of its choice to all vacant positions

F.  The new Board shall take office immediately following the AGM. A joint meeting of old and new Boards shall take place at the earliest opportunity for the purpose of transferring files and reports.

G.  Each member of the Board shall have the power to appoint appropriate committees and subcommittees.

H.  The Assistants and/or Co-Chairs of Committees shall be designated by the Committee Chair with the approval of the President.

ARTICLE V - MEMBERSHIP, MEETINGS AND VOTING ELIGIBILITY

Section 4 – Quorum

For all three types of meeting listed above (General meeting, Annual General Meeting & Extra-Ordinary General Meeting),  the total number of Ordinary Members present at the beginning of any meeting shall be determined to constitute a quorum, except in the case where a vote is required (see below).

Section 5 – Voting

A.  Any issue requiring a vote by the membership shall be presented to the membership at a General Meeting. Written notice of the vote shall be given in writing to all Ordinary Members no less than seven (7) days before the meeting.

B.  The quorum for a General Meeting at which a vote is to be approved must be passed by a two thirds (66) majority of the voting quorum.

Section 6 - Voting Eligibility

Only Ordinary Members whose applications have been approved by the Board are eligible to vote. New Members, Associate Members and guests of members are not eligible to vote.

Should there be any requirement to vote to change the IWA Penang Constitution, then notification will be made to the Membership no less than 7 days before the date of the AGM in the form of email to the Membership & notification on this web site as per IWA Penang Constitution:

ARTICLE IX - AMENDMENT TO THESE ARTICLES

Amendments to the Articles of the Constitution of the IWA Penang may be proposed by a majority vote of the Board or by petition of not less than ten percent (10%) of the Ordinary Membership which petition shall be presented to the Secretary of the Board. Written notice of the proposed amendment shall be given to all Ordinary Members at least seven (7) days prior to the meeting at which voting is to take place. A two-thirds (2/3) majority vote of not less than twenty-five percent (25%) of the total Ordinary Membership is required to pass an amendment to the Constitution. All alterations or amendments to this Constitution shall take effect from the date of their approval by the membership and all alterations or amendments shall be submitted to the Registrar of Societies.

A paper copy of IWA Penang Constitution (Board Members Manual) is available at the IWA Office for further information.

A full Job Description on all Board roles can be found in the Board Members Manual, or on our web page: IWA Board

Nomination forms for any Board role can be obtained from the Office or can be found in December 2009/January 2010 Expressions. Roles can be self-nominated and returned to Wella, Chiko, Andrea or Penny by 31 January 2010.

Last Update: 3 December 2009