Committee meetings

Procedure (mandatory section)

Your society's constitution must cover the procedures for committee meetings, including voting procedures. Choose the number required to form a quorum and whether the committee chairperson has a casting vote.

1. Notice of committee meetings, including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the committee.
2. Agendas must be worded in such a way as to protect the privacy of any individuals to be discussed.
3. The quorum for committee meetings is at least 2/3 the number of members of the committee.
4. A meeting of the committee may be held either -
   1. by a number of the members of the committee who constitute a quorum, being assembled together at the place, date and time appointed for the meeting; or
   2. by means of audio, or audio and visual, communication by which all members of the committee participating and constituting a quorum can simultaneously hear each other throughout the meeting.
5. A resolution of the committee is passed at any meeting of the committee if a majority of the votes cast on it are in favour of the resolution. Every officer on the committee shall have one vote.
6. If the chair is unavailable, the vice-chair will perform the role of chairperson.
7. The chairperson has a casting vote in the event of a tied vote on any resolution of the committee.
8. The committee may choose to invite others, such as (but not limited to) corporate officers and the Kingdom Seneschal, to advise, inform and/or observe, for all or part of a meeting.
9. Except as otherwise provided in this constitution, the committee may regulate its own procedure.

Frequency (recommended section)

This rule is commonly found in society constitutions, and needs to be adapted to suit the needs of each society. It is usual to specify who in the committee is responsible for convening meetings (most commonly the Secretary).

1. The committee shall meet at least monthly, but need only meet once in the December-January period at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as it may determine and otherwise where and as convened by the chairperson or secretary.
2. Committee meetings may be called by the chair or by 2 other committee members.