1 / 18

Hunter Regional Aboriginal Education Consultative Group MEETING PROCEEDURES

Hunter Regional Aboriginal Education Consultative Group MEETING PROCEEDURES. Junior Membership. ESTABLISHMENT OF JUNIOR AECG COMMITTEE. Students to establish AECG committees within Schools. Junior AECGs would nominate 4 student delegates to attend their Local AECG meetings . MEETINGS.

eadoin
Download Presentation

Hunter Regional Aboriginal Education Consultative Group MEETING PROCEEDURES

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Hunter Regional Aboriginal Education Consultative GroupMEETING PROCEEDURES Junior Membership

  2. ESTABLISHMENT OF JUNIOR AECG COMMITTEE • Students to establish AECG committees within Schools. • Junior AECGs would nominate 4 student delegates to attend their Local AECG meetings.

  3. MEETINGS • A General meeting should be held at least once a term. • An AGM should be held in August. • Additional & or Special meetings may be arranged by the Management Committee as required. Section 1 Part 1

  4. NOTICE OF MEETINGS • The Secretary shall provide seven (7) days prior notice in writing to each full & associate financial member of an upcoming general meeting. • This notice shall provide a date, time & place for the upcoming general meeting. • The Secretary must give prior notice of the cancellation of any meetings as soon as possible, preferably twenty four (24) hours notice. Section 1 Part 2

  5. PROCEDURE OF MEETINGS • No meeting shall go ahead unless there is a quorum of full financial voting members present, in person or by proxy. • If thirty (30) minutes have lapsed since the meeting was scheduled to start & there is no quorum, the meeting should be adjourned to a latter date & notice given as per constitution. • Members who wish to discuss issues at meetings need to approach the President for inclusion on the agenda, or do so through the President or Chairperson at the meeting. Section 1 part 4

  6. QUORUM OF MEETINGS • A quorum for a meeting shall be no less than five (5) full financial voting members present in person or by proxy. • The quorum for a meeting shall be two-thirds (2/3) of those present in person or by proxy being active full financial voting members. Section 1 Part 5

  7. CHAIRPERSON OF MEETINGS • The President or, in the President’s absence, the Vice-President, shall chair the meeting. • If the President & the Vice-President are absent from a meeting or unwilling to act, members present shall elect from those full financial voting members present, a person to chair that meeting. Section 1 Part 6

  8. ADJOURNMENT OF MEETINGS • The President or Chairperson of a general meeting at which a quorum is present may, with consent of the majority of members present at that meeting, adjourn that meeting if deemed necessary. But no business, other than the business left unfinished at that meeting, which the adjournment took place, shall be dealt with. • When a general meeting is adjourned for fourteen (14) days or more the Secretary must give written notice of the adjourned meeting to all members stating the place, date, time & business which will be dealt with at that meeting. Section 1 Part 7

  9. MAKING A DECISION AT MEETINGS • In line with traditional Aboriginal decision making processes, in the first instance a decision is made by the consensus of members. • If a consensus cannot be achieved, then a decision shall be determined by a show of hands of the full financial voting members unless a poll is demanded. • The Chairperson must declare the result of the decision whether it is carried, carried unanimously, carried by a particular majority or lost & an entry must be posted in the minutes of that meeting stating the proportion of the votes in favour for or against when a show of hands or poll is verified. • All motions put to a meeting must be moved & seconded by a full financial voting member at that meeting. Section 1 Part 8

  10. VOTING AT MEETINGS • Upon any question arising at a general meeting only full financial voting members shall be entitled to vote & each full financial voting member has one (1) vote only. • All votes must be given in person or by proxy but no member can hold more than one (1) proxy in addition to their own vote. • In the case of equal votes on a question at a meeting the President or Chairperson at the meeting, is entitled to have a casting vote. Section1 Part 9

  11. APPOINTMENT OF PROXIES AT MEETINGS • Each full financial voting member is entitled to appoint another full financial voting member as a proxy. • Notice must be given to the Secretary of said appointed proxy, no later than twenty-four (24) hours prior to the relevant meeting. • Notice appointing the proxy shall be in the form that is set out in the appendix of the rules. Section 1 Part 10

  12. HOLDING AN ANNUAL GENERAL MEETING • An AGM of the Regions must be held in November of each calendar year. • An AGM of the Locals must be held in October of each calendar year. • An AGM of the Juniors should be held in August of each calendar year. • The Secretary must give twenty-one (21) days prior notice in writing to each full financial member of an upcoming AGM. • This notice shall provide a date, time & place for the upcoming AGM. Section 1 Part 11

  13. BUSINESS OF ANNUAL GENERAL MEETING Shall consist of, among other things; • Confirmation of the minutes from the previous AGM. • Receive & consider the Treasurers financial statements for the previous year. • Receive the Presidents written annual report of activities undertaken during the previous year. • Election of the Management Committee. • Election of Junior delegates to the Local • Election of Local delegates to the Region. • Election of Region delegates to the State. • Election of Regional Representative to the State. (this position is elected every 3 years only at Regional level). Section 1 Part 13

  14. THINGS TO REMEMBER WHEN HOLDING A MEETING • Attendance list (keeps record of those that attend) • Agenda (keeps meeting on track) • Accurate Minutes (like a diary of your organisation) • Co-operation (work together) • Structure (keep moving forward) • Respect (each other) • Open & Honest (transparency) • Personal Stuff (stays outside the door) • Listen (others are entitled to their opinion) • Be Strong (make a difference) • Be Successful (show everyone what you can do)

  15. Example of Invitation Smallvile High Would like to invite you to our JUNIOR AECG MEETING Our AECG focus is on students having input into Aboriginal Education. We strive to empower all our students to become involved in all levels of Education & Training. To be held on: Tuesday 9th February 2010 Arrival: 2pm Finish: 3pm At: Library The AECG is an Aboriginal community based organisation made up of volunteer members. Your Junior AECG is your link to improving Aboriginal Education outcomes.  This will empower our people & will contribute to improving outcomes for us students. Please RSVP John Smith – President 0400 000 000 or Mary Small – Secretary 0400 000 000

  16. Example of Agenda AGENDA Junior AECG Venue: SHS Library Tuesday 9th February 2010 Start 2.00pm Acknowledgement of Country Attendance Apologies Minutes from last meeting to be read Any amendments to last minutes Moved by...........Second by........... Discuss business arising from last meeting Inward correspondence Outward correspondence Treasurers Report Executives Report Special Guests General Business closure and remind date for next meeting

  17. Example of Minutes JUNIOR AECG Tuesday 9th February 2010 SHS Library Meeting opened: 2.00pm Acknowledgement to Country: John Smith Minutes Silence held for those that have passed before us: Attendance Sheet : list those in attendance Apologies: list those that have sent in their apologies Previous Minutes: members were given time to go over minutes from last meeting. Amendments: nil MOVED: Tony Blog SECOND: Jane Anderson CARRIED Business Arising: • List all business that is raised from the previous minutes Inward Correspondence: • List all letters, flyers etc received Outward Correspondence: • List all letters etc that have been sent out by your AECG Treasurer Report: attach a copy. MOVED: Ray Small SECOND: Chloe Smith CARRIED Management Committee report: attach a copy. List all business that is raised at this time Guest Speakers: List all business that is discussed at this time General Business: • List all business that is discussed at this time Next Meeting: Thursday 27th April 2010 Meeting Closed: 3.30pm

  18. CONTACTS YOU MAY NEED • Youyoong Local AECG Management Committee; • Rachel Small 0431 580 086 • Karen Keers 04 • Janelle Williamson 04 • Emily Sheppard 04 • Sheridan Noble 04 • Hunter Regional AECG Management Committee: • Karen Keers 04 • Vincent Cooper 04 • Ken Weatherall 04 • Lyn Brown 04 • Rachel Small 0431 580 086

More Related