Article VI: GENERAL MEETING OF THE SOCIETY
Section 1: A General Meeting must be convened every two years by the Board. The General Meeting will be chaired by the President, or in case of his/her absence by the Vice-President.
It is the duty of every member to be present at the General Meeting.
Section 2: Notice of the General Meeting including the Agenda must be received by the members in writing at least one month prior to the date of the Meeting
Section 3: An Extraordinary General Meeting may be called by the Board or if one tenth of the members who hold voting rights request such a Meeting in writing, together with the reason for such a request.
Notice of an Extraordinary General Meeting with the Agenda must be given to the members at least two weeks prior to the date of the Meeting.
Section 4: A quorum for all General Meetings shall be at least 15 % of the membership eligible to vote on the date of issue of the notice of the Meeting. If a quorum is not present, the Board must call a second Meeting to be held within one month with the same Agenda. This second Meeting will be valid regardless of the number of members present. Notice of this second Meeting must indicate clearly that this meeting will have such validity.
Section 5: Each member has the right to vote. He/she has to be present at the General Meeting to do so.
Each member has one (1) vote. Postal votes may be arranged at the discretion of the Board under special circumstances. Voting by proxy may be allowed upon presentation of a written letter of authority.
Section 6: All matters to be decided by vote at the General Meeting, unless otherwise specified elsewhere
in the Constitution, shall be determined by a simple majority vote.
Section 7: The language of correspondence shall be English (GB).
Section 8: The General Meeting has the following duties:
- To formally approve the minutes of the previous General Meeting, and to consider any matters arising.
- To formally approve matters determined by the Board, as well as any matters as required by the Constitution.
- To determine and update the Constitution.
- To elect Board Members.
- A President Elect (Junior Vice President) shall be elected every two years. He/she shall succeed to the Presidency two years after the General Meeting at which he/she was elected. He/she shall perform the duties of the President in his/her absence or inability to serve.
- The President shall become the Past-President of the Society at the end of their two year Presidential term of office. The term of office is two years.
- The Secretary and Treasurer shall each be elected for a two-year term, but may be re-elected.
The election of Board members shall be by vote as described in Article VIII. Where two or more candidates receive the same number of votes for a position, a second vote will be taken at the General Meeting. The candidate who receives the greatest number of votes on an open show of hands will be elected, the President holding a casting vote, should this be required.
The newly elected Board members shall be installed in office at the General Meeting.
- To elect Professional Auditors. Professional auditors shall be elected for a two-year term, but may be re-elected. The Auditors are entitled to examine the funds and the accounts of the Society at any time. TheAuditors must submit an annual report of their examination of the accounts of the Society to theTreasurer for report at the General Meeting.
- To receive Annual Reports of the activities of the Society from the President, the Treasurer and the Auditors.
- To agree the membership fee for the forthcoming two years
- To discuss any matters previously notified by members that are on the Agenda
- To elect Honorary Members.
- To consider the termination or suspension of membership.
- To approve the dissolution of the Society.