ARTICLE VII: Conduct of HTCIA Meetings
Rules of Order
The Robert Rules of Order, as amended from time to time, shall govern the meetings insofar as those Rules are not inconsistent with or in conflict with these Bylaws, the Articles of Incorporation of the Corporation, the law, or rules governing agenda motions, and related matters.
Waiver by Attendance
Attendance by a person at a meeting shall constitute a waiver of notice of that meeting, except when the person objects at the beginning of the meeting to the transaction of any business due to the inadequacy or illegality of the notice of the meeting or to object to the consideration of matters not included in the notice of the meeting, if that objection is expressly made at the meeting.
During any meeting of a Chapter membership, Chapter Board, International Board of Directors, or International Executive Officers, a majority of those present, whether or not a quorum is present may adjourn any meeting to another time and place. If the meeting is adjourned for more than 24 hours, notice of the adjournment to another time or place must again be given all members who had to be given notice of the original meeting informing them of the new date, time and place.
Transactions of the Chapter Board, International Board & International Executive Officers
Except as otherwise provided in these bylaws, or by law, every act or decision made by the International Executive Officers, International Board of Directors, or the Chapter Board, at a meeting duly held at which a quorum was present, is the act of the group, as is required by law, or these bylaws. Every action or decision made by the International Executive Officers, International Board of Directors, or the Chapter Board at a meeting must be recorded in the minute book of records.
Chapter Membership, Chapter Board, & Executive International Officers Meetings Frequency
The Chapter Officers and International Officers must each meet at a minimum once in each quarter of the HTCIA business year. The Chapter Board shall provide a written report on their meeting to the chapter membership within thirty (30) days of their meeting. The International Officers shall provide to the International Board of Directors within thirty (30) days of their meeting a written report of the minutes of their meeting, a detailed statement of the corporation’s income and disbursements for the fiscal quarter, and any significant issues. Chapter membership meetings should be held regularly and at least four times a year.
The International Board of Directors shall meet at least once a year at the annual business meeting and at other times as necessary. Any member in good standing may attend his Chapter Board meeting as a non-voting observer. Any International Director may attend an International Executive Officer meeting as a non-voting observer.
Notice of Chapter Membership Meetings & International Board of Directors Meetings
A notice of Chapter Membership meeting and a notice of International Board of Directors meeting shall be given in writing not less than ten (10) days or more than ninety (90) days before the date of the meeting and shall specify the date, time, place and purpose of the meeting.
Notice of Chapter Board & International Executive Officers Meeting
A written notice specifying the date, time, place, and purpose of a Chapter Board meeting or International Executive Officers must be sent to all Chapter officers or International Officers respectively ten (10) days before the meeting.
Power to Call Meetings
The Chapter President or a majority of the Chapter Board may call a Chapter Membership meeting or Chapter Board meeting. The International President or a majority of the International Executive Officers may call a meeting of the International Board of Directors or the International Executive Officers meeting.
Ten or more members of a Chapter may call a Special Chapter meeting; ten or more directors may call a Special meeting of the International Board of Directors.
Special Chapter or International Board of Directors Meeting
When ten (10) or more members in good standing or directors sign a written petition for a special meeting of their respective Chapter or International Board of Directors meeting, it shall state the specific purpose of the meeting. The petition must be given to the either Chapter or International Secretary who shall then send a written notice out to the either the Chapter membership or the International Board of Directors as appropriate. Except as set forth in the notice of a special meeting no other business may be conducted at such special meeting or adjournment of special meeting.
The International President shall draft the agenda for the International Executive Officers meetings and the International Board of Directors meetings. The International President must include on the agenda a section for new business at which time International Officers or International Directors may raise issues not included on the agenda for discussion or action at their respective meetings. This shall not apply at a Special meeting at which the agenda is limited to the subjects in the meeting notice.
The International Executive Officers shall be notified in writing at least thirty (30) days prior to any Chapter meeting at which the a resolution to dissolve the Chapter is to be discussed. Written notice of a resolution to dissolve a chapter must sent thirty (30) days before but not more than ninety (90) days before, a special meeting to dissolve the Chapter. In addition, a notice must be published at least once in a newspaper of general circulation in the area covered by the Chapter.