By-Law No. 1 Articles 21 - 25



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Annual and Other Meetings of Members


  1. The Annual General Meetings of the Association and its Divisions shall be held at the Head Office of the Association or elsewhere as the Board of Directors of the Association may determine and on such day as the Board of Directors of the Association shall appoint

At the Annual General Meeting of the Association, in addition to any other business that may be transacted, the report of the Board of Directors of the Association, the report of the Elections Committee, the report of the Treasurer and annual financial statements thereon shall be presented, and auditors appointed for the ensuing year.

At Division Annual General Meetings, in addition to any other business that may be transacted, the report of the Council of the Division, the report of the Treasurer and the report of the Elections Committee shall be presented.

The Board of Directors of the Association or the President or Vice-President of the Association shall have the power to call at any time a special meeting of the members of the Association. No public notice nor advertisement of members' meeting, annual or special shall be required, but notice of the time and place of every such meeting shall be given to each member in the case of an Annual General Meeting ninety days before the time fixed for the holding of such meeting and in the case of a special meeting, thirty days prior to the date of such meeting.

A special meeting of the Association shall be called by the Board of Directors of the Association within sixty days of receipt of a written petition from 5 per cent of personal members in good standing of the Association or by resolution duly passed by the Council of a Division or by resolution duly passed at an Annual or other general meeting of the members of a Division requesting same to be held at such time and place as the Board of Directors of the Association shall determine and notice of the meeting and a specific agenda shall be sent to every member of the Association at least thirty days prior to the meeting.

A special meeting of a Division shall be called by the Council of the Division within sixty days of receipt of a written petition from 5 per cent of personal members in good standing of the Division requesting same to be held at such time and place as the Council of the Division shall determine and notice of the meeting and a specific agenda shall be sent to every member of the Division at least thirty days prior to the meeting.



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Quorum of Members


  1. (a) At any annual general or special meeting of the Association a quorum shall be constituted when the lesser of
    • 100 members in good standing and entitled to vote are present in person or by proxy, or
    • 5% of members in good standing and entitled to vote are present in person, electronically or represented by proxy. For clarity, an annual general or special meeting of the Association may be held by such telephone, electronic or other communication facilities as permit all persons participating in the meeting to communicate with each other simultaneously and instantaneously, and a member participating in the meeting by those means is deemed to be present at the meeting.

    If 15 minutes after the time appointed for the holding of any annual general or special meeting of members a quorum shall not be present the meeting shall be dissolved and shall stand adjourned for 15 minutes and if after 15 minutes after the reconvening of such a meeting, a quorum be not present, those members in good standing who are present in person and entitled to vote shall be deemed to be a quorum, and may transact all business which a full quorum might have done.

  2. (b) At any general meeting of the Division, a quorum shall be constituted when the lesser of
    • 20 members in good standing and entitled to vote are present in person or by proxy, or
    • three percent of the membership are present in person or represented by proxy at such meeting.

    If 15 minutes after the time appointed for the holding of any annual general or special meeting of members a quorum shall not be present the meeting shall be dissolved and shall stand adjourned for 15 minutes and if after 15 minutes after the reconvening of such a meeting, a quorum be not present, those members in good standing who are present in person and entitled to vote shall be deemed to be a quorum, and may transact all business which a full quorum might have done.


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Voting of Members


  1. Subject to the Provisions, if any, contained in the Letters Patent of the Association, each member of the Association shall at all meetings of members be entitled to one vote and may carry proxies. Such proxy need not be a member but before voting shall produce and deposit with the Executive Director sufficient appointment in writing from the proxy-giver. No member shall be entitled to vote at meetings of the Association unless that member has paid all dues or fees, if any.

    At all meetings of members every question shall be decided by a majority of votes of the members present in person, electronically or represented by proxy unless otherwise required by the by-laws of the Association or by law. Every question shall be decided in the first instance by a show of hands unless a poll be demanded by any fifty members. Upon a show of hands, every member having voting rights shall have one vote, and unless a poll be demanded a declaration by the Chairperson that a resolution has been carried or not carried and an entry to that effect in the minutes of the Association shall be admissible in evidence as prima facie proof of the fact without proof of the number or proportion of the votes accorded in favour of or against such resolution. The demand for a poll may be withdrawn, but if a poll be demanded and not withdrawn the question shall be decided by a majority of votes cast by the members present in person or by proxy, and such poll shall be taken in such manner as the Chairperson shall direct. At any meeting attended in whole or in part electronically, a poll will be required. The result of such poll shall be deemed the decision of the Association in annual general or special meeting upon the matter in question.


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Error or Omission in Notice - Meetings of Members


  1. No error or omission in giving notice of any annual general or special meeting or any adjourned meeting, whether annual general or special meeting of the members of the Association or its Divisions shall invalidate such meeting or make void any proceedings taken thereat and any member may at any time waive notice of any such meeting and may ratify, approve and confirm any or all proceedings taken or had thereat.


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Adjournments


  1. Any meetings of the Association or of the Board of Directors of the Association may be adjourned to any time and from time to time and such business may be transacted at such adjourned meeting as might have been transacted at the original meeting from which such adjournment took place. No notice shall be required of any adjournment. Such adjournment may be made notwithstanding that no quorum is present.


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