Minutes of the Nepean Medical Association
Special General Meeting
Held on August 15, 2011 at 5pm
Dean’s Conference Room, Level 5 South Block
Nepean Hospital

The meeting opened at 5.15pm. A quorum of members was present. The meeting was also attended by Mr Tim Millard from Berger Piepers Accountants. Notice of the meeting was given in accordance with the Association’s Constitution.

The President, Dr Michelle Crockett welcomed everyone to the meeting.

Apologies: none received.

Dr Michelle Crockett presented the background information supporting the proposed changes to the constitution. Each proposed change was discussed and a vote taken.

Proposed changes:

1. Insert in Part 1 (b) – Statement of Objects

The objects of the Nepean Medical Association are:

1. To encourage collegiality among doctors in the Nepean area and provide opportunities for social interaction
2. To raise money to support charitable causes
3. To support the development of the medical profession and foster interaction between students and doctors in the Nepean area
4. To provide educational opportunities
5. To provide representation and advocacy for local medical practitioners.

Votes: For 5, against 0

2. To replace:

Membership qualification:

2 A person is qualified to be a member of the association if, but only if –

1. the person is a person referred to in section 1591)(a), (b) or (c) of the Act and has not ceased to be a member of the association at any time after incorporation of the association under the Act; or
2. the person is a natural person who –
   1. has been nominated for membership of the association as provided by rule 3; and
   2. has been approved for membership of the association by the committee of the association.

With:

Part 2 – Membership

2 (a). A person is qualified to be a member of the association if, but only if:

1. they are a registered Medical Practitioner in good standing or a retired Medical Practitioner in good standing except for the person of the public officer; and
2. have been approved by the Committee of the Association

2. (b). A person may be an associate member if:

1. they are a Medical Student, in good standing; and
2. have been approved by the Committee of the Association.

Associate members have no voting rights and membership expires at the end of training.

Votes: For 5, against 0

3. To replace:

Nomination for membership

3 (1) A nomination of a person for membership of the association –

1. shall be made by a member of the association in writing in the form set out in appendix 1 to these rules; and
2. shall be lodged with the secretary of the association

With:

Part 3 Nomination for membership

3. (1) A nomination of a person for the membership of the association –

1. for full members shall be made in writing or electronically in the form set out in appendix 1 to these rules, or for associate members shall be made in writing or electronically in the form set out in appendix 3 to these rules
2. shall be sent to the association’s postal address or electronically

(2) Where the committee determines to approve a nomination for membership, as soon as practicable, the nominee will be notified of that approval and be requested to pay (within a period of 28 days after receipt by the nominee of the notification) the sum payable under these rules by a member the annual subscription.

Votes: For 5, against 0

4. To Replace

15. (3) Minutes of the proceedings at a meeting shall be signed by the chairperson of the meeting or by the chairperson of the next succeeding meeting.

With:

15. (3) Minutes are to be kept electronically and presented for approval at the next meeting.

To add:

15 (4) All notices may be sent electronically or by post.

Votes: For 5, against 0

5. To add:

31. (5) An associate member has no voting rights.

Votes: For 5, against 0

6. To replace:

 35. (2) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by any 2 members on the committee or employees of the association, being members or employees authorised to do so by the committee.

With

35. (2) All transactions up to $5000.00 can be performed by the Treasurer (or in the Treasurers absence, a nominee of the Treasurer) including the use of electronic banking.  All transactions over $5000.00 must be made by cheque and shall be signed by the Treasurer and one other member of the committee.

Votes: For 0, against 5

7. To replace:

13 (2) The office-bearers of the association are to be:

• the president
• the treasurer, and
• the secretary.

With:

13 (2) The office-bearers of the association are to be:

• the president
• the treasurer,

The office bearers are to be elected by the Board at the first general meeting after their election to the Board.

Votes: For 0, against 5

8. To replace

15  Secretary

1. The secretary of the association must, as soon as practicable after being appointed as secretary, lodge notice with the association of his or her address.
2. It is the duty of the secretary to keep minutes of:
   1. all appointments of office-bearers and members of the committee
   2. the names of members of the committee present at a committee meeting or a general meeting, and
   3. all proceedings at committee meetings and general meeting
3. Minutes of proceedings at a meeting must be signed by the chairperson of the meeting or by the chairperson of the next succeeding meeting.

With:

The President

1. The president of the association must, as soon as practicable after being appointed as president, lodge notice with the association of his or her address.
2. It is the duty of the president or delegated committee member to keep minutes of:
1. all appointments of office-bearers and members of the committee
2. the names of members of the committee present at a committee meeting or a general meeting, and
3. all proceedings at committee meetings and general meeting
3. Minutes are to be kept electronically and presented for approval at the next meeting.

Votes: For 5, against 0

9. Add:

16 (c) the treasurer, ex officio takes on the role of Vice President

Votes: For 0, against 5

10. To:

Expunge all references to the Secretary and replacing them with “President or delegated committee member”.

Votes: For 0, against 5

Other business

Internet banking will be used with transactions requiring authorisation by 2 committee members.

There being no further business the President declared the meeting closed at 6.30pm.

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