Meetings

Executive Committee Meetings

All meetings of the Executive Committee shall be held at a place and time notified to all members of the committee at least seven calendar days in advance of meetings, except in exceptional circumstances.

  • These notices shall be prepared and dispatched by the Executive Committee and shall include a copy of the Agenda for the forthcoming meeting in addition to the required details of time and location. It shall not be necessary to give notice of a meeting to a member who is absent from the United Kingdom.
  • The Executive Committee shall meet as often as is necessary to effectively administer the affairs of the Association but not less frequently than once in each any three-month period.
  • For such a meeting a quorum shall consist of not fewer than 50% of the Executive Committee. No business shall be transacted at any meeting unless a quorum is present. If such a quorum is not present within half an hour from the time appointed for the meeting, or if during a meeting such a quorum ceases to exist, the meeting shall stand adjourned to the same day in the next week, at the same time and place as the Executive Committee members may determine.
  • If at any such adjourned meeting as is referred to in 5.1.4, a quorum is not present within half an hour from the time appointed for the adjourned meeting then the members present at such meeting shall constitute a quorum.
  • Questions arising at a meeting shall be decided by a simple majority of votes. In the case of an equality of votes, the chairman shall have a second or casting vote.
  • A resolution in writing signed by all the Executive Committee members shall be as valid and effectual as if it had been passed at a meeting of the Executive Committee.

 

   General Meetings

I. An Annual General Meeting shall be convened at least once in any calendar year and within three months of the Association’s financial year.

II. An Extraordinary General Meeting shall be convened by the Executive Committee if a request to do so is received by the Association in writing stating the reason for the request and signed by 60% of the voting membership

  • A General Meeting for the purpose of transacting the business of the Association may be convened by the Executive Committee at any time, not more frequently that the notice period required to be given.

All General Meetings of any kind shall be held at a place and date/time given by notice to all members of the Association in writing at least 14 days in advance of the date of the meeting.

  • These notices will be prepared and dispatched by the Association to each member at their last known address and shall include, inter alia, a copy of the Agenda for the meeting to be convened and a copy of the minutes of the preceding meeting.
  • The accidental omission to give notice of a meeting to, or the non receipt of notice of a meeting by, any person entitled to receive notice shall not invalidate the proceedings at that meeting.

 

    Quorum & Voting at General Meetings

  • For all General Meetings a quorum shall consist of not fewer than 10% of the full members of which at least 2 shall be Executive Committee members. No business shall be transacted at any meeting unless a quorum is present. If such a quorum is not present within half an hour from the time appointed for the meeting, or if during a meeting such a quorum ceases to exist, the meeting shall stand adjourned to the same day in the next week, at the same time and place as the Executive Committee members may determine.
  • If at any such adjourned meeting as is referred to in 5.3.1, a quorum is not present within half an hour from the time appointed for the adjourned meeting then the members present at such meeting shall constitute a quorum.
  • Voting at any General Meeting shall be by a show of hands of those present and entitled to vote, on the basis of one vote for each business. The result of voting shall be determined by simple majority. In the case of an equality of votes, the chairman shall have a second or casting vote.
  • Any full member entitled to vote, but unable to attend, may appoint a proxy who must be a voting member of the Association. The appointed proxy shall vote on behalf of, and as directed by, the Member appointing the proxy. Clear notification of the appointment and identity of such proxy shall be given to the Secretary at least 24 hours before the meeting.
  • A resolution in writing executed by or on behalf of each member who would have been entitled to vote upon it if it had been proposed at a general meeting at which he was present shall be as effectual as if it had been passed at a general meeting duly convened and held.