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Meetings

Admittance to meetings

  1. No member shall be admitted to any meeting of the society, the council or any committee, or be entitled to any of the privileges of membership while his or her subscription is in arrears.

General meetings of members

  1. Notice and agendas shall be sent to every member 21 days before the annual general meeting or any extraordinary general meeting for the purpose of passing any special resolution.
  2. The annual general meeting shall, where possible, be held in November.

Council meetings

  1. The ordinary meetings of the council shall, so far as possible, be held quarterly.
  2. An extraordinary meeting of the council may be convened by the president, vice-president, chairman of council, or not less than 20 per cent of the members of the council and shall usually be held at a time decided by the convenor or convenors.
  3. Notice of the meeting and the business to be transacted shall be sent to each member of the council no less than 14 days before every meeting of the council.
  4. (a) No business shall be transacted at any meeting of the council except business of which notice was given as per the previous rule. If, however, an important item of an urgent nature which has not been given notice is brought up at a meeting, it may be dealt with provided:
  • the proposer can show it had been impossible to give notification in the usual way.
  • at least 10 members of council are present.
  • these members unanimously vote the matter to be of such urgency to warrant consideration at the meeting.

(b) The council may from time to time create committees for specific subjects provided no committee formed consists of less than three members of the council, including the chairman.

  1. The rules and regulations of the society shall not be varied or rescinded, or new rules instituted, unless a resolution is passed by a subsequent meeting of the council. Any member wishing to propose such a resolution shall give no less than 21 days notice to the society and the proposed resolutions shall appear on the agenda of the meeting.
  2. Any question or matter brought before a meeting of the council shall be decided by a majority of the votes of the members actually present (each member having one vote) and in the case of an equality of votes, the chairman of the meeting shall have a second or casting vote in addition to their vote as a member.
  3. A quorum of the council shall be seven members except as provided in rule 20(ii).