Part 4 – Proceedings at Meetings

Part 4 – Proceedings at Meetings
4.01 The following items of business must be dealt with at the Annual General Meeting, and usually in this order;

(1)  Adoption of the minutes of the previous meeting, such minutes not having been already adopted,

(2)  The Reviewer’s Report,

(3)  Consideration of the Treasurer’s Financial Statements and Financial Reports,

(4)  Reports of all Standing Committees, and of ad hoc committees required to report at that time,

(5)  Report from the Directors as presented by the President or his appointee.

(6)  Any items of business having been previously tabled to be dealt with at this time,

(7)  The election of Officers and Directors,

(8)  The adoption of Rules of Order (if any),

(9)  Such other items of business as, under these Bylaws, ought to be transacted at an Annual General Meeting, or business considered by the Chairman as appropriately urgent.

4.02 (1) No business, other than the election of a Chairman pro term and the adjournment or termination of the meeting, shall be conducted at a meeting of the Society at a time when a quorum is not present.

(2) If at any time during the meeting of the Society there ceases to be a quorum present, business then in progress shall be suspended until a quorum is present or until the meeting is adjourned or terminated.

(3)  A quorum is not less than 50 % of or 15 current members of the Society or any of its Branches respectively.

(4)  See 4.11(4) with respect to participating in a meeting by telephone or other communications medium.

4.03 If within 30 minutes from the time appointed for an Annual General Meeting or a General Meeting a quorum is not present, the meeting shall be adjourned to a time when, in the judgement of the majority of those present, a quorum will be present; and if at the adjourned meeting a quorum is not present, the meeting shall be terminated.

4.04 Subject to Bylaw 4.05, the President of the Society, or the Vice-President, or in the absence of both, one of the other Directors shall preside as Chairman of an Annual General Meeting or a General Meeting.

4.05  If at an Annual General Meeting or a General Meeting

(a)  there is in attendance no President, Vice-President or other Director within 30 minutes after the time appointed for holding the meeting,


(b)  the President and all other Directors present are unwilling to act as Chairman, the members present shall choose one of their number to act as Chairman of that meeting.

4.06 (1)  An Annual General Meeting or a  General Meeting may be adjourned from time to time and from place to place by a motion passed by a majority of members present at the meeting, but no business shall be transacted other than the business left unfinished at the meeting from which the adjournment took place.

(2)  Where a meeting is adjourned for a period of ten days or more, notice of reconvention of the meeting shall be given as in the case of the original meeting.

(3)  Except as provided in this Bylaw, it is not necessary to give notice of an adjournment or of the business to be transacted at an adjourned meeting.

4.07  Motions or resolutions proposed at meetings must be seconded before being placed for debate and vote, and the Chairman of a meeting may not move or propose a motion or resolution.

4.08  In the event of an equality of votes on a resolution or motion the Chairman shall NOT have a casting or deciding second vote in addition to the vote to which he was entitled as a member, and the proposed motion shall not pass.

4.09  An Ordinary Member in good standing, or a Life Member of the Society present at a meeting of the members, is entitled to one vote on each motion or resolution presented.

4.10  Voting is by show of hands or by secret ballot, at the discretion of the Chairman unless otherwise stated in these Bylaws.

4.11 (1) Voting by proxy is not permitted.

(2)  Members will be allowed to vote by telephone or other electronic means, provided that all persons participating in the meeting, whether by telephone, or by other communications medium or in person, are able to communicate with each other.

(3) Subsection (2) does not obligate a society to take any action to facilitate the use of any communications medium at a general meeting.

(4)  Those members who attend the full meeting by electronic means will count towards the Quorum.

4.12  The Society does not accept applications for corporate membership as such.  This does not, however, preclude any officer or representative of any corporation from being granted, in the usual manner, individual membership in the Society.

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