Internal Operating Rules (IOR) of Reefer’s Den
ARTICLE IV - MEETINGS
Section 1. Membership Meetings Paragraph 1. The regular members meetings of RD© shall be held quarterly (January, April, July, October). However, additional meeting and events may be held during anytime of the year and will be posted onto the RD© website and FB page. Paragraph 2. The Executive Committee (ExeCom) shall determine the exact time and place of the regular quarterly meetings. Paragraph 3. A quorum to conduct the business of RD© shall consist of not less than one-fifth (1/5) of the active membership of the group. Paragraph 4. Special members meetings may be called if deemed necessary by the (ExeCom). Section 2. Meetings of the Executive Committee (ExeCom) Paragraph 1. The Executive Committee shall meet as needed to conduct the business of the group. Paragraph 2. A simple majority of the Executive Committee shall constitute a quorum for the Executive Committee meetings. Section 3. Special Meetings Paragraph 1. Special meetings of the ExeCom and Committees shall be held whenever called by the Committee Chair or by two or more of the ExeCom Officer. Notice of each such meeting shall be given to each committee member and ExeCom Officer by telephone, email, private message or in writing at least twenty-four hours, by telephone, or forty eight hours by email and private message, or five days by mail, before the time at which the meeting is to be held. Every such notice shall state the time and place of the meeting. Such notice shall include an agenda of the items to be considered and the special meeting shall consider no other business. Section 4. Annual Meeting Paragraph 1. The Executive Committee must hold a general meeting annually which is open to all members of RD©. This general meeting is to be held during the RD© Anniversary or as determined by the ExeCom and notice of said meeting will be provided in advance to members. Section 5. Notices of Meeting Paragraph 1. Notices of meetings, when required, may be delivered by telephone call, e-mail, private messaging, regular mail or general announcement to all members via the RD© web site and shall state the place, date and time of the meeting. Date of the posting of mail (either electronic or postal) or date of announcement is regarded as the date of delivery. Section 6. Telecon and Online Meetings Paragraph 1. One or more persons may participate in a meeting of the ExeCom or of a committee by means of conference telephone, private messaging or similar communications equipment by means of which all persons participating in the meeting can hear each other. The ExeCom or a committee may conduct business via a computer network system if all parties on the ExeCom or committee have access to said network. Section 7. Action by Written Consent Without Meeting Paragraph 1. Any action required or permitted to be taken by the ExeCom under any provision of these IOR may be taken without a meeting, if all members of the ExeCom shall individually or collectively consent in writing to any such action, including by e-mail, private messaging or facsimile. Such written consent or consents, or record thereof, shall be filed with the minutes of the next proceedings of the ExeCom. Section 8: Electronic Voting Paragraph 1. Due to geographical distances of the members, it is recognized at times that physical meetings to render a vote are not possible. Voting that takes place via electronic methods, whether it be via electronic mail, official social media account, website, fax and alike shall carry the same weight as if the vote was physically taken in person. |