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Constitution – Article Five

Meetings of Members

Annual and General Meetings
a) The annual or any other general meetings of the members shall be held in October and May at a location as the Executive may determine and on such day as the said Executive shall appoint.

b) The Executive by majority vote shall have the power to call at any time a general meeting of the members of the BCTC.

Notice – Notice of the time and place of every such meeting shall be given to each member by sending the notice by electronic means and posting on the BCTC community board at least ten days before the meeting is to take place.

Quorum – A quorum for the transaction of business at any meeting of members shall consist of not less than 20% members present in person, excluding Juniors and Juveniles.

a) Every member entitled to vote at any meeting of members may vote either in person, or by email, or may by instrument in writing appoint a proxy, who shall be a member, to attend and act at the meeting in the manner, to the extent and with the power conferred by the proxy.

b) The instrument appointing a proxy shall be in writing (including email) under the hand of the appointer .

c) At a fixed time not exceeding 48 hours excluding Saturday and Holidays preceding any meeting of the members before which time proxies to be used at that meeting must be deposited with the Secretary of the BCTC by email to barrietennis@hotmail.com. The Secretary will confirm by telephone or electronic means with the appointer, the validity of the proxy prior to the meeting. The time fixed for the deposit of proxies prior to a meeting shall be clearly indicated on the notice calling that meeting. The notice of members meeting shall contain a form of proxy attached.

Each member of the BCTC shall be entitled to one vote on each question arising at any annual or general meeting of the members.

Show of Hands
a) At all meetings of members every question shall be decided by a show of hands unless a poll thereon be required by any member present or represented by proxy and entitled to vote.

b) Upon a show of hands every person present and entitled to vote shall have one vote.

c) After a vote by show of hands has been taken upon any question, the chairman may require or demand a poll thereon.

d) Whenever a vote by show of hands shall have been taken upon a question, unless a poll thereon be so required or demanded, a declaration by the chairman of the meeting that the vote upon the question has been carried or carried by particular majority or not carried and an entry to that effect in the minutes of the meeting shall be prima facie evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against any resolution or other proceeding in respect of the said question, and the result of the vote so taken shall be the decision of the members of the BCTC in annual or general meeting, as the case may be, upon the question.

e) A requirement or demand for a pool may be withdrawn at any time prior to the taking of the poll, by the Chairman.

Upon a poll each member who is present or represented by proxy shall be entitled to one vote upon the question, and the result of the poll shall be the decision of the members of BCTC in an annual or general meeting, as the case may be.

Casting Vote
In the case of an equality of votes either upon a show of hands or upon a poll, the chairman of the meeting shall not have a second or casting vote.

Election of Executive
The Director and Secretary will be responsible to form a nomination committee with three additional persons from the BCTC membership for a total of five to solicit members that are interested in an Executive position one month prior to the Annual General Meeting. The committee is required to contact all members in seeking nominations for Executive positions. Those members interested in being elected to the Executive for the upcoming year shall have or give their names and position to the nomination committee no later than 20 days prior to the annual general meeting. The names and positions will be posted on the "Notice of Annual General Meeting" 10 days prior to the Annual General Meeting.

Appointment of the Board of Advisors
Board Members will be nominated by members of the Executive and BCTC members and appointed by the President. The President will form a selection committee of three Executive members including him/herself to select members to be appointed to the board for the upcoming year and to determine the term of their appointment. The Secretary will be responsible for accepting nominations to the Board and providing the names of the nominees 20 days before the Annual General Meeting to the President for appointment. The President will announce the selection and terms of appointment at the Annual General Meeting.