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  1. Members' access to the records

    The rules of an association will set out the rights of members to access records such as meeting minutes, financial records and correspondence. Specific arrangements should be made for confidential materials such as staff or client files and the procedure ...

  2. Privacy and confidentiality of records

    Associations need to ensure they comply with legal requirements regarding any personal information it holds about clients, employees, members and other individuals.  Any personal information collected must be kept private and confidential and individuals ...

  3. Record keeping systems

    There are various manual (filing cabinets) and electronic (computer-aided and online) ways to record, store and retrieve information. Each association should decide on a record-keeping system that suits its particular needs, circumstances and resources (a ...

  4. Meetings

    Meetings are essential for managing the affairs of an association and keeping members informed.  This chapter discusses the various types of meetings and some meeting procedures. Key points The management committee must convene an annual general meeting e ...

  5. Types of meetings

    Annual general meeting The annual general meeting (AGM) holds an association accountable to its members and is important to maintaining good governance. An association’s first AGM must be held within 18 months of becoming incorporated. Associations must t ...

  6. Meeting procedures

    General requirements for a meeting All formal meetings must be properly convened in accordance with the association’s rules. All members must be notified of: the type of meeting being held; the place, date and time of the meeting; and the business to be c ...

  7. Altering the rules

    Consumer Protection recommends that associations regularly review their rules to ensure they are relevant and compliant. This chapter describes the process for making alterations to the rules so that they are legally effective. Key Points An association c ...

  8. A step-by-step guide

    An association can only change its rules by passing a special resolution at a general meeting. The Meetings section provides an introduction to the concept of a special resolution. The main steps in changing an association’s rules are to: review the curre ...

  9. Altering the objects of the association

    Altering the objects or purposes is also done by passing a special resolution using the same process as detailed above. The Commissioner is required by the Act to approve the change to the objects or purposes. Should the Commissioner refuse to approve an ...

  10. Changing the association's name

    To change the name of the association requires a special resolution to be passed by the members at a general meeting. The procedure is the same as that previously discussed in this chapter. Once the new name is approved, the Commissioner will issue a new ...

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