Procedures

NA-005 Meetings

Notice of Meetings

The Chairman may call for meetings as is necessary to conduct the business of the Board. Meetings shall be held at least each twelve months, noting the requirements for election of officials and ordinary members.

Meeting agenda / procedure

The following is the procedure of business to be followed by the Board:

• Opening
• Apologies
• Acceptance of the agenda
• Disclosures of interest
• Acceptance of previous minutes
• Business arising from the minutes and not dealt with in the main agenda
• Correspondence in / out
• Chairman’s report
• Sub-committee reports
• General business
• Election of officials or representatives (if required)
• Schedule of next meeting
• Close

Quorum

For the purposes of convening a meeting, a quorum shall comprise any two of the elected officials and any four of the ordinary members. Where the elected Board is less than 12 members the number of ordinary members needed for a quorum is reduced by the same number that the Board is less than 12. Where all three elected officials are present, one may be regarded as an ordinary member for the purposes of a quorum.

Note: On matters resolved by ballot, each member has one vote with the Chairman having a second casting vote if required. Proxies granted by one representative to another must be in writing on official company letterhead.