When running a meeting there are a number of procedures that may need to happen. Many of them are specific to the association's constitution or model rules but all of them should be specific to the purpose of the association.
The association's rules should set out the process for voting and this may be through a show of hands or ballot papers. The chair of the meeting is responsible for administering this process and supervising the vote. Voting of office-bearers usually happens at an Annual General Meeting.
An association should carefully consider what circumstances and arrangements it allows for absentee voting. Absentee voting is when a member can't attend a meeting but still wishes to vote on a matter. This should be identified in the model rules or constitution and types of absentee voting may include:
All minutes must be recorded at all meetings, this includes the annual general meeting, committee meetings and general meetings. Refer also to Meeting Types.
The minutes should record the following information:
A special resolution is one that is made to change one or more aspects of the legal status of the association. This may include changing the name, adding/removing/changing rules or bringing the association to an end.
A special resolution must be presented at a general meeting (including the annual general meeting) and get 75% of the vote (from members who are present and entitled to vote).