Bye-laws - English Version 3

Chapter V — The General House: Constitution and Meetings

12. Annual General Meeting

(i) The AGM is held at the end of the first quarter of each financial year. (ii) Notice, with agenda if feasible, is given via notice board, registered email, the official WhatsApp group, and the Society website if any. (iii) Endeavour is made to schedule for a weekend/public holiday. (iv) Quorum: 30% of total registered members; if not met, adjournment by up to 48 hours, after which those present constitute quorum, no fresh notice required.

13. Extraordinary General Meeting (EGM)

(i) An EGM may be convened on written request of at least 1/3 of members, or by Management Committee decision, with a minimum of 7 days' notice. (ii)-(iii) Notice and quorum follow Clause 12. (iv) The EGM discusses only the notified subject unless members present unanimously agree to add another.

14. Voting and Proxy

(i) Each member has one vote, regardless of units held — no unit-based percentage voting.

(ii) Voting by show of hands or ballot, as the Management Committee decides.

(iii) Casting/tie-breaking vote to the Chairman.

(iv) Postal ballot is permitted via registered email or through the members-only voting page of the Society’s website, one vote per unit, as notified by the Committee.

(v) Proxy to a co-registered person (family/co-owner) in writing with photo, approved by the Management Committee.

15. Powers and Duties of the General House

(a) Approve annual report, income/expenditure and budget. (b) Fix membership, transfer, welfare, cultural-event and community-hall-usage fees. (c) Appoint the CA auditor and fix fees. (d) Act against defaulters/rule violations/anti-social conduct. (e) Elect and, if needed, expel office-bearers. (f) Modify office-bearer roles/powers. (g) Add/modify a Management Committee post. (h) Revise maintenance rates and penal interest. (i)–(j) Decide/amend rules of conduct and tenancy. (k) Amend bye-laws and decide dissolution. (l) Any other matter members present decide.

16. Order of Business

(a) Roll Call (b) Proof of Notice (c) Reading of Minutes (d) Report of Office Bearers (e) Report of Committees (f) Pending Business (g) New Matters.