9. MEETINGS

9.1 Annual General Meetings

a) The Council shall call an AGM in accordance with the Act and this Constitution. This meeting can occur online with members present as long as the Secretary keeps a record of the meeting in printed form. An online forum or other such conferencing technology will be utilised for this purpose.

b) The first AGM shall be held within 18 months from the incorporation of the association and thereafter within five months after the end of each financial year.

c) Notice of an AGM may be given by the association to any member either via the postal service, personally or via email.

d) The order of the business at the meeting shall be:

i ) The confirmation of the minutes of the previous AGM and of any special general meetings held since that meeting,

ii) The consideration of the accounts and reports of the Council,

iii) The election of the Council Elders,

iv) Any other business requiring consideration by the association.

v) The quorum for an AGM shall be the full Council plus at least one third of the association’s membership or at least ten members where there are less than 25 voting members.

9.2 Special General Meetings

a) The Council may call a special general meeting of the association at any time. This meeting can occur online with members present as long as the Secretary keeps a record of the meeting in printed form. An online forum or other such conferencing technology will be utilised for this purpose.

b) Under a requisition in writing of not less than 15% of the total number of members of the association, the Council shall, within one month of the receipt of the requisition, convene a special general meeting for the purpose specified in the requisition.

c) Every requisition for a special general meeting shall be signed (electronically or physically) by the relevant members and shall state the purpose of the meeting.

d) If a special general meeting is not convened within one month as required by 9.2.b above, the requisitionists, or at least 50% of their number, may convene a special general meeting. Such a meeting may be convened in the same manner as a meeting convened by the Council and for this purpose the Council shall ensure that the requisitoners are supplied free of charge with particulars of the members entitled to receive a notice of the meeting. The reasonable expenses of convening and conducting such a meeting shall be borne by the association.

9.3 General Meetings

a) At least 14 days notice of any general meeting shall be given to members. The notice shall set out where, when and how the meeting will be held, and particulars of the nature and order of the business to be transacted at the meeting. This meeting can occur online with members present as long as the Secretary keeps a record of the meeting in printed form. An online forum or other such conferencing technology will be utilised for this purpose.

b) Notice of a meeting at which a special resolution is to be proposed shall be given at least 21 days prior to the date of the meeting and will be called within a week of receiving notice of any special resolution.

c) Notice of any general meeting may be given by the association to any member either via the postal service, personally or via email.

d) The quorum for a general meeting shall be at least half the Council plus at least one third of the association’s membership or at least ten members where there are less than 25 voting members.

e)The Chair person or agreed Council Elder delegate shall preside as chair of annual, special and general meetings.

9.4 Voting at AGMs and General Meetings

a) Subject to this Constitution, every member regardless of whether they are Clergy or an Ordinary member of the association has only one vote at a meeting of the association. In addition, each Associated Coven has a single vote. The coven of Oak and Mistletoe shall also have a single vote.

b) Subject to these rules, a question for decision at a general meeting, other than a special resolution, must be determined by a majority of members with voting rights either in person or electronically at that meeting.

9.5 Poll

a) If a poll is demanded by at least five members, it must be conducted in a manner specified by the Chairperson and the result of the poll is the resolution of the meeting on that question.

b) A poll demanded for the election of a Council Elder or on a question of adjournment shall be taken immediately, but any other poll may be conducted at any time before the close of the meeting.

9.6 Special and Ordinary Resolutions

a) A special resolution is that as defined in the Act.

b) An ordinary resolution is a resolution passed by a simple majority at a general meeting.

9.7 Proxies

A member shall be entitled to appoint in writing an Ordinary or Clerical member to be his/her proxy and attend and vote on their behalf at any meeting.

9.8 Minutes

a) Proper minutes of all proceedings of general meetings and meetings of the Council shall be entered within one month after the relevant meeting in minute files kept for the purpose.

b) The minutes kept pursuant to rule 9.8.a must be confirmed by the members of the association or the Council Elders (as relevant) at a subsequent meeting or within one month via electronic means.

c) The minutes kept pursuant to rule 9.8.a shall be signed off (electronically or in hardcopy) by the Chairperson of the meeting at which the proceedings took place or by the Chairperson of the next succeeding meeting at which the minutes are confirmed or via email where the minutes are distributed thus.