9. Meetings





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9.1 The Annual General Meeting shall be held on a date to be decided at the preceding Annual General Meeting. The AGMs' business shall be the following: Apologies for absence. Approving the minutes of the previous year's Annual General Meeting. Receiving the Annual Reports. Receiving the Financial Report and approving the Accounts. Discussion and voting on proposals. Electing the Executive Committee. Setting the date of next AGM. General discussion on non-voting issues. Proposals not on the Agenda shall only be voted on if two thirds of the members present and entitled to vote agree that the matter could not have been raised in the normal manner.
9.2 Any item for the AGM Agenda, including resolutions which propose altering the SHPFs' Constitution or Rules shall be submitted in writing to the Secretary at least 56 days prior to the AGM.
9.3 Nominations for the Executive Committee shall be made to the Secretary at or before the Annual General Meeting. All nominations shall include the proposed, proposer, seconder and a declaration of potentially conflicting interests from the proposed.
9.4 Notice of the Annual General Meeting shall be sent to each Individual Member in current membership 28 days prior to the meeting. The Notice shall indicate the date, time and place of the meeting and the agenda.
9.5 A Extraordinary General Meeting of the SHPF may be convened at any time on the authority of the Executive Committee or within 56 days of a written proposal signed by at least 20% of individual members. The purpose of the General Meeting shall be specified in the form of resolutions. Full details of these resolutions together with the date, time and place of the meeting shall be sent in writing to all Individual Members not less than 28 days before the meeting.
9.6 At all General Meetings: Each Individual Member in attendance shall be eligible to be heard and entitled to one vote. The quorum shall be at least 10% of the total membership or 15 Individual Members at the time of the meeting whichever is the lesser. If a quorum is not present the meeting cannot be held and must be reconvened within 56 days. Twenty One days' notice giving the date, time and place of the meeting must be given to all Individual Members. In the event of there not being a quorum at the reconvened meeting the Executive Committee shall be empowered to take an appropriate action and decisions in accordance with the Constitution and Rules of the SHPF. The Chairman of the SHPF, or in his absence, the Treasurer or Secretary, shall preside as Chairman of every General Meeting but if there is not such Chairman or if at any meeting they shall not be present within fifteen minutes of the time appointed for holding the meeting or shall be unwilling to preside, the members present and entitled to vote shall choose some member of the Executive Committee, whom failing some other member of the SHPF who shall be present to preside. No business shall be discussed or transacted at any General meeting while the Chair is vacant except the election of a Chairman. All resolutions except those changing the Constitution or any part thereof shall be decided by a simple majority of Individual Members present and voting at the meeting. In the event of an equal division of votes cast the person taking the Chair at the Meeting shall have a casting vote in addition to any deliberative vote he may possess. Resolutions changing the Constitution shall be decided by two thirds majority of the Individual Members present and voting at the meeting. Proxy votes shall not be recognised at any meeting.