ARTICLE 6: MEETINGS & PROCEDURES
6.1 Annual General Meeting (AGM):
One AGM must be held per calendar year, preferably at the end of a racing season.
Written notice, including the agenda, must be provided to all members via official channels at least 7 days in advance.
6.2 Special General Meeting:
May be convened by the Leadership, or upon a written request signed by at least one-third (⅓) of the total membership.
Notice must be provided at least 24 hours in advance for urgent matters.
6.3 Attendance & Proxy:
Attendance is mandatory for all members.
A member unable to attend must inform the Secretary in writing at least 24 hours in advance and may appoint a proxy (who must be another member or an immediate family member) using an official Proxy Form (Appendix D) to attend and speak on their behalf.
6.4 Quorum:
A quorum for any General Meeting shall be one-third (⅓) of the total membership or a minimum of five (5) members, whichever is greater.
If a quorum is not present within 30 minutes of the scheduled start time, the meeting shall be adjourned and reconvened after a minimum of 7 days.
The meeting reconvened for the same agenda shall proceed, and its decisions shall be valid regardless of the number of members present.
6.5 Unexcused Absence:
Unexcused absence from three (3) consecutive meetings will trigger disciplinary proceedings, which may escalate from a formal warning to a fine, suspension, and ultimately expulsion.