9.00 Meetings

9.01 Annual Meeting of Members

An Annual General Meeting of the members shall be held within Ontario not more than fifteen (15) months after the holding of the last preceding annual meeting, at a time, place and date determined by the Council normally on or as soon as practicable after May 15 of each year, for the purpose of:

1. hearing and receiving the reports and statements required by the Act to be read at and laid before the Association at an annual meeting;
2. appointing the auditor and fixing or authorizing the Council to fix his or her remuneration;
3. bringing the financial statements and the reports of the auditors before the meeting; and
4. the transaction of any other business properly brought before the meeting without any notice thereof.

9.02 Calling of Meetings of Members

Additional meetings of Members shall be called by the president on his or her initiative or on the written request of:

1. a majority of directors;
2. a majority of the members of the Executive Committee; or
3. twenty (20) members of the Association.

Notice of the time and place and purpose of every general meeting shall be given to each member (and in the case of an annual meeting, to the auditor of the Association) at least ten (10) days prior to such meeting. In the case of a meeting called by direction of Council, Executive Committee or Members, the meeting shall be held no later than twenty-one (21) days from the date of receipt of the written request.

9.03 Meetings of Members

Notice of every meeting of Council shall be given to each member by sending the notice by prepaid mail at least ten (10) days before the date fixed for the holding of the meeting to the last address of the member as shown on the books of the Association, provided that any meeting of members, may be held at any time and place without such notice if all the members of the Association or Council as the case may be, are present thereat and any business may be transacted at such meeting which the Association at annual or general meetings may transact. No public notice or advertisement of members’ meetings shall be required. A general meeting of members may also be called by the members as provided in the Act.

9.04 Errors in Notice of Meetings of Members and Council

No error or accidental omission in giving notice of any meeting or any adjourned meeting of the members of the Association or meeting of Council or the non-receipt of any notice by any member or director or Representative or by the auditor of the Association or any error in any notice, shall invalidate such meeting or make void any proceedings taken or had at such meeting, and any member or director may at any time waive notice of any such meeting and may ratify, approve and confirm any or all proceedings taken or had thereat.

9.05 Adjournment

Any meeting of the Executive Committee or of members of Council may be adjourned to any time and from time to time and any business may be transacted at any 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 such adjournment. Such adjournment may be made notwithstanding that no quorum is present.

9.06 Quorum For Meetings

1. A quorum for the transaction of business at any meeting of members shall consist of not less than forty (40) members of the Association present and voting in person.
2. A quorum for the transaction of business at any meeting of the Executive Committee shall be six (6) present and voting in person.
3. A quorum for the transaction of business at a meeting of Council shall be 1/3 of those holding office plus one (1) director present and voting in person.

9.07 Voting at Meetings of Members and of Council

1. Each member of the Association or director shall be entitled to one vote on any question proposed for consideration at any meeting. No member shall be entitled to vote at meetings of members unless all fees payable by him or her have been paid.
2. At all meetings every question shall be decided by a majority of the votes of the members or directors present in person, unless otherwise required by the by-laws of the Association, or by law. Every question shall be decided by a show of hands unless a poll is demanded by any member. Unless a poll be demanded, a declaration by the person chairing the meeting that a resolution has been carried or not carried and an entry to that effect in the minutes of the Association be conclusive evidence 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 is demanded and not withdrawn, the question shall be decided by a majority of votes given and such a poll shall be taken in such manner as the President shall direct and the result of such a poll shall be deemed the decision of the Association in general meeting. In case of an equality of votes at any meeting whether upon a show of hands or at a poll, the question shall be lost.