| 12.1 | Annual General Meetings |
The purpose of the Annual General Meeting is to report to the employers, sector stakeholders and to various interest groups and strategic partners on:
| 12.1.1 | Financial position of the local government seta |
| 12.1.2 | Achievements and challenges of the seta |
| 12.1.3 | Annual report and audited financial statements |
| 12.1.4 | Progress made on strategic and business plan of the seta |
| 12.2.1 | In respect of meetings of the Authority and Executive Committee, the Chief Executive Officer must— |
| 12.2.1.1 | Give at least seven (7) working days written notice of the forthcoming meeting to members; and |
| 12.2.1.2 | Include an agenda with the notice. |
| 12.2.2 | In respect of meetings of a Provincial Committee or any other committee of the Authority, the chairperson must: |
| 12.2.2.1 | Give at least seven (7) working days notice to the members of the forthcoming meeting; and |
| 12.2.2.2 | include an agenda with the notice. |
| 12.3.1 | The Chief Executive Officer in consultation with the office-bearers, may, on grounds of urgency, call a special meeting of the Authority or Executive Committee on 48 hours notice. |
| 12.3.2 | If the Chief Executive Officer receives a request signed by at least half of the members of the Authority or the Executive Committee, as the case may be, he or she must as soon as practicable give notice of a special meeting of the Authority and that special meeting must be held within 15 working days of receiving the request. |
| 12.3.3 | The chairperson of a Provincial Committee may, on grounds of urgency, call a special meeting on 48 hours notice. |
| 12.3.4 | If the chairperson receives a request signed by at least half of the members of a Provincial Committee as the case may be, he or she must give notice of a special meeting of the Provincial Committee as soon as practicable and that special meeting must be held within 15 working days of receiving the request. |
The Chairperson must preside at meetings of the Authority and conduct the meetings in accordance with the provisions of clause 12.
| 12.5.1 | A quorum at a meeting consists of at least half of the total members plus one member provided that at least two of the members representing registered trade unions and at least two of the members representing organised employers are present. |
| 12.5.2 | If a meeting is not quorate within an hour of the time scheduled for the commencement of the meeting and the chairperson has made reasonable attempts to investigate the reasons for the absence of members then subject to sub-clauses 12.5.3 to 12.5.8 the members present may still proceed to conduct the meeting and attend to the items on the agenda. |
| 12.5.3 | The Chairperson must ensure that a minute taker records all the provisional decisions (and a motivation for the decisions) taken at the meeting. |
| 12.5.4 | The Chairperson must ensure that a list of the provisional decisions and motivations are faxed to each member who was absent at the meeting. |
| 12.5.5 | The Chairperson must ensure that fax confirmation slips are kept safely as proof of service. |
| 12.5.6 | Each absent member has one week to respond in writing to each provisional decision. |
| 12.5.7 | If the absent member does not respond in time then, the Chairperson may presume that the absent member agrees with all the provisional decisions taken at the meeting. |
| 12.5.8 | The Chairperson must consider the responses received by absent members and prepare a final list of decisions which must be circulated to all members prior to the next meeting as contemplated in clause 12.7.1.2. |
| 12.6 | Voting rights and decisions at meetings |
| 12.6.1 | Every effort shall be made to reach decisions through consensus. |
| 12.6.2 | In the event of voting each member has a single vote on any matter for decision. |
| 12.6.3 | A matter to be voted on shall be reduced to writing prior to voting. |
| 12.6.4 | Voting shall be by show of hand unless a proposal for a ballot is supported by 50 % of members present. |
| 12.6.5 | Decisions are made by way of a simple majority. |
| 12.7.1 | The Chief Executive Officer must appoint a person to— |
| 12.7.1.1 | Take minutes of the meeting; |
| 12.7.1.2 | Forward the minutes to the members within two weeks of the meeting; |
| 12.7.1.3 | Table the minutes at the next meeting, for approval by the members. |
| 12.7.2 | The chairperson of the meeting must sign the minutes as confirmation of their correctness. |
| 12.8.1 | Members representing registered trade unions or organized employers of any structure of the Authority may approach advisors to advise them on any relevant issue. |
| 12.8.2 | Advisors may speak to a particular item on an agenda for which the members have sought assistance from the advisor. |
| 12.8.3 | Advisors may only be present in the meeting when the issue for which they have been invited arises on the agenda. Thereafter the advisor must leave the meeting. |
| 12.8.4 | Advisors may not make decisions, only members may. |
| 12.8.5 | The members requesting assistance from an advisor are responsible for logistical arrangements for that advisor and for payment of any fees the advisor may charge. |
| 12.8.6 | The Chief Executive Officer must be informed before hand of any Advisors attending the meeting. |
