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4. 7.10 In the event of no nominations being received by normal channels for any Executive Office they may be received at the Annual Conference / A.G.M. 7.11 Voting Procedures (a) Officers shall be elected by Ballot. A bare majority of votes shall be necessary to elect. (b) Where any ballot is required three scrutineers shall be appointed by the Delegates. (c) No Brigade shall hold more than one seat on the Executive with the exception of the Secretary and Treasurer. (d) Any 25 members of the Association shall constitute a quorum at an A.G.M., General or Special Meeting of the Association. 8. POWERS OF THE EXECUTIVE 8.1 To authorise payment, through the Secretary and Treasurer of charges and expenses. 8.2 To purchase or otherwise acquire for the Association any furniture, fittings, books, newspapers, documents and other property and rights or privileges necessary for the purposes of the Association and at such prices and at such terms as they may think fit. 8.3 The Executive through it’s Secretary and Treasurer shall submit an Annual Balance Sheet to all Brigades not less than one month prior to the Annual Conference / A.G.M. 8.4 In the event of the removal, resignation or death of the Secretary and / or Treasurer, the Executive shall have power to call applications for the position and make an appointment, providing that the Executive shall have power to fill any vacancy occurring on the Executive from the ranks of active Past President’s, for the balance of the year. 8.5 To appoint, and from time to time, remove solicitors of the Association and appoint other solicitors in their place. 8.6 To invest funds of the Association not immediately required for the ordinary objects of the Association in such securities as Government Bonds, Local Body Debentures or Freehold Properties. 8.7 To keep a current account with a Registered Bank. 8.8 The account is to be in the name of ‘Otago-Southland Fire Brigades Association Incorporated’. 8.9 All payments to be made by cheques signed by the Secretary and Treasurer or if practicable, by electronic transfer. 8.10 The Executive shall have the power to reimburse reasonable expenses to members while attending core duties of the Executive. 8.11 To enter into all such negotiations and contracts and do all such acts and deeds and things in the name and on behalf of the Association as they may think expedient for the carrying out the objects of the Association. 8.12 That the Executive be given the power to alter the starting time of Conference. 8.13 Any rules not covered in this Rule Book, shall be covered by the Rule Book of the U.F.B.A. 8.14 Brigades hosting Provincial Conferences and/or Challenges, shall submit to the Provincial Association, through the Association Secretary, a properly reviewed and signed Balance Sheet by a suitably qualified person, within four calendar months of the holding of the Conference and/or Challenge. Feb 2012
5. 8.15 Failure of the Host Brigade to comply with (8.14) above, could result in the Executive suspending all privileges of the Association from the Host Brigade, until the statement has been submitted. 8.16 The disbursement of Excess Funds, (profit), from Hosting an Association Conference and/or Challenge, will be at the discretion of the Executive of the Association. 9. SECRETARY AND TREASURER 9.1 To keep a true and faithful record of all business transacted at the Executive, General and Special Meetings of the Association. 9.2 To receive monies on behalf of the Association and to issue receipts on printed forms provided by the Association, to co-sign cheques and submit accounts as may be required to a suitably Qualified Reviewer provided by the Association. 9.3 To prepare a draft Annual Report, Balance Sheet, and Accounts and to submit same through the Executive to Conference for approval. 9.4 The above to be submitted to Brigades not less than one month prior to the Annual Conference. 9.5 To be responsible for payments of all accounts approved by the Executive. 9.6 To carry out all correspondence, to keep a Register of all Brigades and to conduct the affairs of the Association in accordance with the policy of and to the satisfaction of the Executive. 10. ADVANTAGES AND PRIVILEGES OF THE ASSOCIATION. 10.1 Privileges (a) Of sending a Delegate and Teams to the Annual Conference / A.G.M. and Competitions. (b) Membership of Sub-Associations within the Provincial Association (c) Collectively the advantages of the Association are, placing each other in the closest possible communication for the acquisition of knowledge on matters relating to their position, advancement, efficiency, welfare and protection of affiliated Brigades, and inspiring by such union a feeling of strength and confidence in their resources which could never be maintained while remaining isolated or by small local combinations. 10.2 Representation: (a) Each Brigade shall be entitled to have one representative at Conference who shall be an active member of the Brigade. Any Brigade not in a position to send a representative to Conference, shall have the right to be Represented by Proxy, providing that such Proxy shall be a member of an affiliated Brigade who has been elected by that Brigade as it’s representative at Conference, but no Delegate shall act as Proxy for more than one Brigade. (b) The Secretary to be notified in writing prior to the Roll Call at opening of Feb 2012 6.
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