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About Us

Meetings Information

Business at Meetings

  • The General Assembly is the highest body of the Association and is formed by the meeting of the members.
  • All business shall be deemed special that is transacted at general and extraordinary general meetings, and also all that is transacted at an annual general meeting, with the exception of the consideration of the accounts, balance sheets, and the reports of the president and auditors, the election of board members in the place of those retiring and the appointment of, and the fixing of the remuneration, of the Auditors.
  • A general call for the agenda items be sent to the members seven (7) days before the meeting.

General Meetings

  • The meetings shall be convened at any time by the Secretary on instructions from the Board. The agenda shall specify the purpose for which the meeting is to be convened.
  • The Association shall convene a meeting upon receipt of a written request to that effect, from at least one-third of the total number of members and the meeting shall be held within fifteen business days of such request. Should the Secretary fail to convene the meeting on the expiry of the fifteen days mentioned above, the members may themselves convene the meeting. Moreover, if at any time, more than 50% of the members of the Association gather, they may become Assembly and validly deliberate and decide on all matters within its competence.
  • Budgets for the ensuing year shall be prepared and presented at the General Meeting for approval at the ensuing AGM.

Annual General Meetings

  • Annual General Meetings of the Association shall be held in every calendar year not later than six months after the end of the financial year on such date and at such time as the Board may decide. Annual General Meeting except the first shall be held not more than fifteen months after holding the last preceding meeting. The first AGM shall be held within eighteen months after its incorporation.
  • The agenda of an Annual General Meeting shall specify the matters required in terms of the Companies Act, if any, and inter alia that the meeting is convened as an Annual General Meeting;
  • The minimum matters to be considered will include:
    (a) the approval of the duly audited annual financial statements of the Association prepared in conformity with generally accepted accounting principles;
    (b) the election of the Board of Directors;
    (c) the adoption of business plans and budgets;
  • The accidental omission to give notice of a meeting to, or the non-receipt of such notice by, any person entitled to receive notice thereof shall not invalidate any resolution passed, or proceeding had, at any meeting.

Motions and Resolutions Presented

Any motion presented by a member may be discussed at a General Meeting or an Annual General Meeting

  • The text of all motion shall be addressed, by post, or E-Mail or Fax with proof of receipt, to the Secretary at least ten (10) days before the date fixed for the General Meeting.

Extraordinary General Meetings

Extraordinary General Meetings of the Association shall be held when required by Members.
  • They shall be requisitioned by not less than two thirds of the members or by the Board.
  • Those requisitioning an Extraordinary General Meeting may submit a resolution on any special matter connected with the Association to be debated and voted on at an Extraordinary General Meeting, provided that notice of the proposed resolution be given in writing, signed by the President or by all those submitting the resolution, whereupon the Secretary shall convene an Extraordinary General Meeting.
  • The agenda of an Extraordinary General Meeting shall specify the matters to be debated at the meeting.