A resolution is a formal decision passed by the association in accordance with its constitution, usually made at a general meeting or in a postal or electronic ballot.
There are two types of resolutions, ordinary and special.
An ordinary resolution is passed if more than half of the formal votes cast support it. Most decisions at a general meeting are made by ordinary resolution.
A special resolution is passed if at least three-quarters of the votes cast support it.
A special resolution is required for:
The association's constitution may indicate other situations that require a special resolution.
An application to register a change of name, objects or constitution must be lodged with NSW Fair Trading within 28 days of the special resolution being passed.
A special resolution may be passed:
Members must be given at least 21 days’ notice of the proposed special resolution. The notice must state the:
A special resolution will be passed if:
The results of the vote can be announced by the chairperson of the meeting and entered into the minute book of the association.
If a postal or electronic ballot has been used, members must be notified of the results as soon as practicable. For information on how to conduct a special resolution through a postal or electronic ballot, visit the Postal or electronic ballot page on the Fair Trading website.
A quorum is the minimum number of members who are required for the meeting to proceed.
An association's constitution must specify who is eligible to vote.
A poll is a method of voting on a motion where votes are cast in writing. This allows proxy votes to be counted.
The association's constitution may state the procedure for demanding and conducting a poll.
A proxy is a person authorised to vote on behalf of another person.
The constitution must specify if members are entitled to vote by proxy at a general meeting and if there are any restrictions or procedures for proxy voting.
Generally, proxy votes should only be used with a poll as this allows all of the proxies to be counted.
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