Section 1. Annual Meeting of the Members
The NWSSA shall hold an Annual Meeting of the Members (Annual Meeting) at a time determined by the Board. All members will be notified (by email or postal mail) of its date at least thirty (30) days in advance of the meeting. The Annual Meeting's agenda will include, but not be limited to
(1.) Reviewing the current year's activities;
(2.) Concluding the annual election of Directors;
(3.) Reviewing the fiscal report for the preceding twelve months;
(4.) Discussing the Association's financial health;
(5.) Announcing any amendments made to the Bylaws in the previous year;
(6.) And presenting other business information that may be of interest to the membership.
Section 2. Informal Meetings of the Members
The NWSSA may occasionally hold informal Meetings of the Members at dates and locations to be determined by Board. These meetings are of an informal nature and may be educational or informational. Information about such meetings will be provided by email, word of mouth, and, when possible, posting on the NWSSA's web site.
Section 3. Special Meetings of the Members
Special Meetings of the Members may be called by the President or by twenty-five percent (25%) of the Board of Directors, provided that all members are notified (by email or postal mail) of the reasons for the meeting, its time, date, and location at least fifteen (15) days prior to the scheduled meeting. The business of the Special Meeting of the Members shall be limited to those subjects identified in the notice. Special Meetings of the Members shall also be called by the Board upon receipt of a written petition of at least ten percent (10%) of current members. (Note: For the notice requirements for Special Meetings devoted to terminations and removals, see Art. II, Sect. 3, Art III, Sect. 6, and Art IV, Sect 3.)
Section 4. Quorum of the Members
Twenty percent (20%) of members in good standing in attendance at the Annual Meeting or Special Meeting of the Membership shall constitute a quorum.
Section 5. Notice of Meetings
Unless the Bylaws otherwise specify responsibility for notifying members of meetings, the President shall see that all members entitled to vote at the meeting, either personally or by post, are notified (by email or postal mail), sent not less than fifteen (15) nor more than fifty (50) days before a meeting, notice of that meeting.
Section 6. Board Meetings
The Board of Directors shall meet at locations, dates, and times to be determined by the Board for the transaction of ongoing business. The first meeting after the annual election shall be called the Annual Meeting of the Board.
Section 7. Special Meetings of the Board
Special meetings of the Board may be called by twenty-five percent (25%) of the Board. Due notice of the date, time, and place shall be provided to all Directors at least fifteen (15) days in advance of the scheduled meeting, except in the event of an emergency meeting. Special Meetings of the Board may be called upon receipt of a written petition of at least ten percent (10%) of current members for any purpose stated, but twenty percent (20%) of the current members if to amend the Bylaws. [See Article VIII.] In the case of a Special Meeting of the Board, petitioned by members, the membership shall be notified of such a meeting at least fifteen (15) days in advance of the scheduled meeting. Emergency meetings may be held when failure to take immediate action would be likely to result in injury or substantial loss of property. Emergency meetings may decide only measures essential to resolving an emergency and which cannot wait for a special meeting to be called. Notice of emergency meetings shall be such as is practicable under the circumstances.
Section 8. Quorum of the Board
A quorum of the Board is a simple majority of the current Directors and is required for the transaction of business at regular and special meetings.
Section 9. Minutes
Minutes of each Board, Annual or Special Meeting shall be taken by the Secretary or his or her designee and, when approved by the BOD or members, entered into the permanent record of the NWSSA.
Section 10. Rules of Order
The business of all meetings shall be conducted according to Henry M. III Robert et al., Robert's Rules of Order Newly Revised In Brief
Section 11. Meetings by Telephone
Members of the Board may participate in meetings by means of a conference telephone, speaker phones, or similar communications equipment so that all persons participating in the meeting can hear each other at the same time. Participation by such means shall constitute presence of the person at a meeting.
