Secretary: The secretary will maintain an official record of every meeting and copies of all official documents that the president requires. All checks must have two authorizing signatures. The two signatories cannot be, or have been, related by marriage or blood. The meeting minutes will consist of a record of all members and guests who attend, a copy of the meeting agenda, any formal issues raised, the summary results of any vote taken, and all legal and financial findings revealed at that meeting. President: The president shall schedule all meetings, set the agenda, and publish the agenda electronically with not less than 48 hours notice. The president shall also conduct all meetings and call ad hoc Board of Directors meetings as needed. The president may, at his discretion, delegate any of his responsibilities to the vice-president. Annual General Meeting: The Annual General Meeting (AGM) will be held during the Month of April and the following business undertaken: The audit report will be read and discussed. The audited accounts will be presented. The officers will be elected. The new officers will take office June 1st. Standing orders or rules may be changed by a majority decision. One third of all registered members will constitute a quorum. Standing members of fourteen years of age and over will be eligible to vote. The President shall have a casting vote. New members will have to wait one meeting before they can vote. Vacancies: Vacancies can be filled at any General Meeting through nominating a candidate for the open position at that meeting and then having a confirmation vote at the next GM. The president shall be able to appoint a candidate to a temporary position with a confirming vote by the Board of Directors. Temporary appointments expire in 90 days. General Meeting: The General Meeting (GM) shall perform the following: Implement strategic and tactical measures consistent with the goals of this group. Approve the budget presented by the Board of Directors. Summary minutes must be kept and published electronically. A few paper copies will be made available upon prior request for those who request them. The president and secretary will keep a paper copy of all minutes. The treasurer will keep a paper copy of all minutes where financial decisions have been made. Minutes must reflect all financial and strategic decisions. Voting rights are the same as at the AGM. Amendments to the Constitution: The Board of Directors, by a majority at a quorum meeting, may propose amendment to the constitution. The changes may be made only at the AGM or a general meeting called for that purpose. Thirty days notice must be given for the GM. A quorum shall consist of one third of the registered membership. If the motion is passed by majority vote, the amendment to the constitution will be adopted. Alternatively, five ordinary and voting members may petition the Secretary in writing, to call a GM in which the conditions in the previous paragraph will apply with respect to calling the meeting and voting at it. Voting rights are the same as at the AGM.
