Constitutions and By Laws

Rule 8: General Meeting

1. The supreme authority of the Society is vested in a general   meeting of the members. At least one-half of the total voting membership of the Society or the voting members present represent twice the total number of committee members whichever is the lesser must be present at the general meeting for its proceedings to be valid and to constitute a quorum.

2. If half an hour  after the time appointed for the meeting a quorum is not present, the meeting shall be postponed to the date (not exceeding 30days) to be decided by the Committee; and if a quorum is not present half an hour after the time appointed for the postponed meeting, the members present shall have the power to proceed with the business of the day but they shall not have the power to alter the rules of the Society or to make decisions affecting the whole membership.

3. An annual general meeting of the Society shall be held as soon as possible after the close of each financial year but not later than 31st March on a date and at a time and place to be decided by the Committee. The business of the annual general meeting shall be:

   1. To receive the Committee's report on the working of the Society during the previous year;
   2. To receive the Treasurer's report and the audited accounts of the Society for the previous year;
   3. To elect a Committee and to appoint auditors for the ensuing year;
   4. To deal with such other matters as may be put before it.

4. The Secretary shall send to all members at least 7 days before the annual general meeting an agenda of meeting including copies of notice of meeting, reports and the audited accounts of the Society for the previous year. Copies of these documents will also be made available at the registered place of business of the Society for the perusal of members.

5. An extraordinary general meeting of the Society shall be convened:-

   1. Whenever the Committee deems it desirable; or
   2. At the joint request in writing of not less than one fifth (1/5) of the voting members, stating the objects and reasons for such meeting. The requisition must be sent to the Secretary of the Society.

6. An extraordinary general meeting requisitioned by members shall be convened for a date within one month of the receipt of such requisition.

7. Notice and agenda for an extraordinary general meeting shall be forwarded by the Secretary to all members at least fourteen days before the date fixed for the meeting.

8. Paragraphs 8(1) and 8(2) in this constitution  regarding the quorum postponement of an annual general meeting shall apply also to an extraordinary general meeting, but with the proviso that if no quorum is present after half an hour from the time appointed for a postponed extraordinary general meeting requisitioned by the members, the meeting shall be cancelled and no extraordinary general meeting shall be requisitioned for the same purpose until the lapse of at least six months from the date thereof.

9. The Secretary shall forward to all members a copy of the draft minute of each annual and extraordinary general meeting as soon as possible after its conclusion.