7  MEETINGS

7.1   Annual General Meetings

a)         The face to face branch of O & M is not required to conduct an AGM at any time.

b)        The oCC shall call an AGM in accordance with this Constitution. This meeting can occur online or via email with members present as long as the Secretary keeps a record of the meeting in printed form. An online forum or other such conferencing technology may be utilised for this purpose.

b)        The first online AGM shall be held within at the earliest possible moment after commencement of the online branch of O & M and thereafter during October of each year.

c)         Notice of an online AGM may be given by O & M to any member via the postal service, personally, via notification on www.oakandmistletoe.com.au or via email.

d)        The order of the business at the meeting shall be:

                i.       The confirmation of the minutes of the previous online AGM (for second and subsequent AGMs),

               ii.       The consideration of the accounts and reports of the oCC,

              iii.       The election of the online Coven Councillors,

             iv.       Any other business requiring consideration.  

e)         The quorum for an online AGM shall be the full OCC plus at least 10% of O & M’s online student and 25% of online Inner Court membership or at least 10 members where there are less than 25 voting members.

7.2   General Meetings

a)         At least 14 days notice of any general meeting of either branch shall be given to members. The notice shall set out where, when and how the meeting will be held, and particulars of the nature and order of the business to be transacted at the meeting. This meeting can occur online or via email with members present as long as the Secretary or Chair keeps a record of the meeting in printed form. An online forum or other such conferencing technology may be utilised for this purpose.

b)        Notice of any general meeting may be given to any member either via the postal service, personally, via email or via notification on www.oakandmistletoe.com.au for online members.

c)         The quorum for a general meeting shall be at least half the relevant Coven Council plus at least one quarter of O & M’s face to face voting membership or at least 10 members where there are less than 25 voting members and 10% of O & M’s online student and 25% of online Inner Court or at least 10 members where there are less than 25 voting members.

d)        The Chairperson or agreed Coven Councillor delegate shall preside as chair of the online annual and both branches’ general meetings.

7.3   Voting at AGMs and General Meetings

a)         Subject to this constitution, every student, Inner court and Elder member of O & M has only one vote at a meeting.

b)        Subject to these rules, a question for decision at a general meeting must be determined by a majority of members with voting rights either in person or electronically at that meeting.

7.4   Poll

a)         If a poll is demanded by at least ten members, it must be conducted in a manner specified by the Chairperson and the result of the poll is the resolution of the meeting on that question.

b)        A poll demanded for the election of an oC Councillor or on a question of adjournment shall be taken immediately, but any other poll may be conducted at any time before the close of the meeting.

7.5   Proxies

A member shall be entitled to appoint in writing another student, Inner Court or Elder member to be his/her proxy and attend and vote on their behalf at their branch’s meeting.

7.6   Minutes

a)         Proper minutes of all proceedings of general meetings and meetings of both Coven Councils shall be entered within two weeks after the relevant meeting in minute files kept for the purpose.

b)        The minutes kept pursuant to rule 7.6.a must be confirmed by the members of the relevant branch of O & M or the Coven Councillors (as relevant) at a subsequent meeting or within two weeks via electronic means.

c)         The minutes kept pursuant to rule 7.6.a shall be signed off (electronically or in hardcopy) by the Chairperson of the meeting at which the proceedings took place or by the Chairperson of the next succeeding meeting at which the minutes are confirmed or via email where the minutes are distributed thus.