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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.

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 (including email) 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) 48 hours prior to a meeting, excluding Saturday, Sunday and Holidays proxies 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 meeting chairperson may require or demand a poll thereon. This request or demand may be withdrawn at any time prior to the taking of the poll by the meeting chairperson.

d) A vote may occur by show of hands or by poll and the chairperson will declare if the vote has been carried or not carried. The results will be documented in the minutes.

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
The chairperson will not vote unless in the case of an equality of votes either upon a show of hands or upon a poll.

Election of Executive
The President and Vice-President will ensure that all members are contacted by email, one month prior to the Annual General Meeting to solicit interest for all Executive positions. Those members interested in being elected to the Executive for the upcoming year shall give their names to the Executive no later than 20 days prior to the annual general meeting. The names will be posted on the "Notice of Annual General Meeting" 10 days prior to the Annual General Meeting. If there are no volunteers for positions, the President and Vice-President, with the assistance of the Executive, will engage in an active effort to solicit volunteers.