Code of Conduct for an AGM
The AGM is held annually to allow the Society to conduct its business. The AGM is required to be conducted as laid out in the CPS Constitution (see Clause 35, below). The AGM of the CPS will focus on the business decisions required for smooth running of the Society in accordance with its constitution. Once formal proceedings are concluded, a normal program event will be run.
Discussion of general matters and matters relating to the program of the Society should be held over for another forum such as the Annual Program Review, traditionally held in August. Members wishing to have an item raised for discussion at the AGM should propose the item in writing to the committee at least seven days before the AGM. No matters or papers will be accepted for presentation to members at the AGM unless agreed by the committee.
At the AGM members may raise items for discussion from the floor of the meeting. The AGM Chair has the right to determine if the item is relevant to an AGM and to allow the item to be considered at that meeting.
Note that under the constitution, members have the right to request the committee to convene a general meeting (separate from the AGM - see clause 36). When requested in writing by not less than ten percent of the members, the committee is required to convene a general meeting. This process should be used for any issues that may arise that are of concern to members.
FROM THE CONSTITUTION
35. Annual general meetings.
1. The Society shall convene an annual general meeting of its members in March each year.
2. The annual general meeting of the Society shall be convened on such date in March and at such place as the committee thinks fit.
3. A quorum for the transaction of the business of an annual general meeting of members shall be one half of the members (rounded up to the nearest whole number) of the Society or any fifteen members of the Society (whichever is the smaller number).
4. In addition to any other business which may be transacted at an annual general meeting, the business of an annual general meeting shall be:
(a) to confirm the minutes of the last preceding annual general meeting held since that meeting;
(b) to receive from the committee reports on the activities of the Society during the last preceding financial year;
(c) to elect members of the committee, including office-bearers;
(d) to receive and consider the statement of accounts and the reports that are required to be submitted to members pursuant to subsection 73(1) of the Act; and
(e) to appoint an auditor in accordance with the requirements of the Act.
5. An annual general meeting shall be conducted in accordance with the provisions of this Part.