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ARTICLE 10.            MEETINGS


10.1 On all questions of procedure not dealt with by the Constitution, the latest edition of Robert’s Rules of Order shall apply.


10.2 There shall be at least four Executive Committee meetings per year.

10.3 Only elected members of the Executive Committee may vote.

10.4 Two-thirds in attendance constitutes a quorum for decision making purposes.


10.5 The AGM will receive a report from officers of the Executive Committee and a statement of the audited accounts.

10.6 Any member in good standing as defined in ARTICLE 4 MEMBERSHIP of the Constitution who wishes to let his/her name stand for election to a position on the Executive Committee must give notice of his/her intentions in writing to the Secretary at least one week prior to the date of the AGM.

10.7 Any member in good standing as defined in ARTICLE 4 MEMBERSHIP of the Constitution who wishes to bring forward a motion, or motions, at the AGM must submit their motion in writing to the Administrator at least one week prior to the date of the AGM.

10.8 The Club shall conduct an AGM on or before the third Wednesday in June annually.

10.9 Notice of the AGM shall appear be conveyed to all members of the Club in as efficient a manner as possible a minimum of three (3) weeks prior to the meeting.

10.10 The presiding Chair shall chair all aspects of the AGM, except for elections.

10.11 Nominations from the floor for election of the President may be accepted upon the approval of twenty-five percent (25%) of the voting Members in attendance at the meeting and must include the written consent of the nominee, or verbal consent by the nominee on the proviso that they are present.


10.12 The Executive Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

10.13 An EGM must be called by the Executive Committee upon its own motion or by a petition which is submitted to the Administrator. Only the business for which an EGM has been called will be dealt with, except with the unanimous consent of those present.


10.14 Annual General Meetings:

10.14.1 Call to order

10.14.2 Establishment of Quorum

10.14.3 Appointment of Scrutineers

10.14.4 Approval of the Agenda

10.14.5 Declaration of any Conflicts of Interest

10.14.6 Adoption of Minutes of the previous Annual Meeting

10.14.7 Executive Committee, Committee and Staff Reports

10.14.8 Report of Treasurer

10.14.9 Business as specified in the meeting notice

10.14.10 Election of new Executive Committee Members

10.14.11 Determine location/time/site for next AGM

10.14.12 Adjournment

10.15 All Other Meetings:

10.15.1 Call to order and roll call

10.15.2 Approval of Agenda

10.15.3 Review and Adoption of Minutes from previous meeting

10.15.4 Business Arising

10.15.5 Financial Report

10.15.6 Technical Director Report

10.15.7 Club Director Report

10.15.8 Committee Reports

10.15.9 New Business

10.15.10 Determine location/time/site for next meeting

10.15.11 Adjournment

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