Meetings - Bylaws 11
MEETINGS OF MEMBERS
There are three types of member meetings: Yearly Meeting, Quarterly (or Regular) Meetings, and Special Meetings. All member meetings are held for SCYMF to conduct whatever business is appropriate to the moment, to communicate to members, to fellowship, and to find unity through worship.
All member meetings are opened by the Presiding Clerk. If the Presiding Clerk is absent, the meetings are opened in turn by the Assistant Clerk or the Recording Clerk. (In these bylaws, the phrase “the Clerk” refers to the clerk that actually presides over a particular meeting, and is used to clarify that—in the event of the unavailability of the Presiding Clerk—the particular authority passes to the person that actually presides over the meeting).
The Clerk prepares the agenda with input from committees. A business item raised by a member will generally be added to the end of the agenda if the meeting has not discerned to address it more immediately.
Place of Meetings. Meetings of the members may be held at any place in or out of Oregon determined by the Coordinating Committee or the Presiding Clerk.
Yearly Meeting. An annual meeting of members will be held each year. The date, time, and location of the annual meeting will be fixed by the Coordinating Committee or Presiding Clerk. At the annual meeting, the Clerk, and any other officer or person whom the Clerk may designate, will report on the activities and financial condition of the organization, and the members will consider and act on other matters that may be raised. Although notice to members is not required, the date, time, and location will be made public at least one month prior to the meeting. It will be the general practice of the yearly meeting to notify members of the meeting by whatever form of mass communication is customary at the time.
Quarterly (or Regular) Meetings. Quarterly or other regular meetings of members may be held. The date and time of these meeting will be fixed by the Coordinating Committee or Presiding Clerk. Although notice to members is not required, the date, time, and location will be made public at least one month prior to the meeting. It will be the general practice to notify members of the meeting by whatever form of mass communication is customary at the time.
Special Meetings. A special meeting of members must be held on the call of the Coordinating Committee or Presiding Clerk if notice is provided to members as follows: the notice to members must describe the purpose(s) for which the special meeting is to be held; the notice must be given not less than seven (7) days nor more than forty five (45) days prior to the meeting. Only decisions that address the purpose(s) described in the meeting notice may be finalized at a special meeting. To allow time to arrange travel, whenever possible, the notice should be given at least two weeks in advance. Notice shall be provided to members based on their contact information on file with the yearly meeting. Failure of the yearly meeting to make contact with particular members shall not make the notice defective so long as the Yearly Meeting has attempted in good faith to notify substantially all members. When travel to special meetings is not possible, members may submit written comments, and/or attend the meeting with the assistance of technology.
The Coordinating Committee will call a special meeting if it receives a request signed by 20 individual members, regarding a particular purpose or concern.
Non-members. The Clerk is authorized to exclude a non-member from meetings.
Quorum. A quorum consists of members in attendance at the annual or quarterly (regular) member meeting, or at a special meeting that has been properly called.