14.1. The committee meetings should be held as and when necessary, but at least once in every three months.
14.2. Any five members of the Executive Committee may request a meeting of the Executive Committee through a letter to the Secretary. The Secretary must call such emergency meetings within 14 days of receiving the call letter failing which the requester may do so provided that no other business is conducted other than the specified agenda as mentioned in the notice.
14.3. A quorum will be constituted by any seven members present.
14.4. In the absence of a quorum, the meeting will be adjourned. An adjourned meeting needs no quorum.
14.5. The Secretary will issue minutes of the meetings within seven calendar days of the meeting duly approved by the President and circulate to all Executive Committee members.
14.6. The President of the Executive Committee must present a quarterly “Status Report” of the activities. This will be put up on the website.
Annual General Meeting (AGM):
The AGM of the Association shall be held every year on the date specified by the Executive Committee in the month of December. Unless otherwise decided by the Executive Committee, the AGM of the Association shall be held at the Institute. The date and time of the AGM of the Association shall be notified by the President at least 60 days in advance of the proposed date. Any Member may attend and participate in the discussions during the AGM. However, only the regular members and life members may present motions and vote. Decisions shall be on the basis of a simple majority of the members present, except in the case of changing the by-law, for which a two-thirds majority of the members present shall be needed. The AGM of the Association shall be held with the following provisions;
Notice: The Secretary shall annually call the Annual General Meeting as per provisions of W.B.S.R. Act 1961 giving at last 14 days notice to all members. The notice shall contain the place, date, day and time of the meeting.
Possible Agenda: The business to be transacted at the AGM shall be,
i. To confirm the minutes of the last AGM and special general meeting, if any,
ii. To pass audited accounts of the Society for the previous year,
iii. To appoint qualified auditor or auditors,
iv. To transact such business as may be fixed by the Executive Committee,
v. To transact such other business as may be brought forward by giving 14 days previous notice from any member,
vi. To conduct a general election,
The quorum of the meeting:
1/3rd members personally present at the commencement of the Meeting shall constitute the quorum.
Manner and Method of Voting:
The Chairman of the meeting shall decide the manner and method of voting at the outset of the meeting.
Special General Meeting (SGM):
The Executive Committee may convene a Special General Meeting at any time in view of the urgency of the matter. At least seven days notice shall be given to every member for SGM. Members may request the Executive Committee for SGM by placing a requisition signed by 2/3rd of total members. In that case, the Executive Committee shall convene an SGM within a month from the receipt of such notice. In default by the Executive Committee, the requisitionists shall hold such meeting provided no business other than those specified in the notice shall be transacted.
Extraordinary General Meeting:
The Executive Committee may direct to convene an extraordinary general meeting for consideration of addition, alteration or amendment of the memorandum/ regulations of the Society. Seven days notice, along with a proposed draft of changes shall be sent to members before the meeting. The resolution for change, amendment, etc. of the Memorandum and Regulations be carried out if accepted by three-fourths of the members present at the meeting.