AGM & SGM Procedures

Annual General Meeting (AGM)

1. The Society shall hold an AGM within six months of the end of each financial year.
2. Notice of the AGM must be given to all members at least 21 days in advance.
3. The AGM agenda shall include:
   
   • Presentation of the Annual Report
   • Presentation of accounts
   • Election of Management Committee members
   • Approval of membership subscription
   • Member resolutions
     
4. A quorum shall be 10% of the membership or 20 members, whichever is lower.
5. Decisions are made by simple majority unless otherwise specified in the Rules.
6. Minutes of the AGM must be kept and made available to members.
   

Special General Meeting (SGM)

1. An SGM may be called by:
   • the Management Committee, or
   • a written request from 10% of members or 20 members, whichever is lower.
     
2. Notice of an SGM must be given at least 14 days in advance.
3. Only business stated in the notice may be conducted.
4. Quorum is the same as for the AGM.
5. Decisions are made by simple majority unless otherwise specified.
   

Electronic Meetings

1. AGMs and SGMs may be held online, provided members are able to:
   
   • hear and speak,
   • vote securely,
   • and fully participate.
     
2. Electronic voting tools – if used – must maintain one-member-one-vote and accurate record-keeping.