CQI REGULATION 8
GENERAL MEETINGS
1.

2.

BACKGROUND
1.1

CQI Bye-laws 12 through 16 describe the requirements for General Meetings ofthe Chartered Quality Institute.

1.2

Bye-law 13 requires the Board to prescribe, in Regulations, the form for callinga General Meeting (whether Annual or Extraordinary).

1.3

Bye-law 15 requires a Regulation to address the consequence of a General
Meeting being inquorate – its dissolution, adjournment and reconvening.

1.4

Bye-law 16 allows the Board to issue Regulations to define the conduct ofbusiness at General Meetings, including notice and attendance, submission of
proposed resolutions, voting, chairmanship, adjournment and reconvening.

REGULATION
2.1

PURPOSEThis Regulation sets out such matters above as deemed appropriate by theBoard.

2.2

REQUIREMENTSi)

Annual General Meetings (AGM) of the Institute normally occur
following the conclusion of the September Board meeting.

ii)

Extraordinary General Meetings (EGM) may be called under the terms
defined in Bye-law 14.

iii)

Formal notice for both of the above shall be given to voting members
through Quality World (QW).
•••iv)

Inclusion of notice in the July edition of QW will comply withthe 21-day requirement for an AGM.
The notice for an EGM shall be published in line with planned
QW publication dates ensuring delivery to all voting members noless than 21 days ahead of the meeting.
The notice to include time and place, the agenda, requirements
regarding proxy attendance and voting, and rules for submissionof any other business (AOB).

The published AGM agenda shall include as a minimum:
1. Acceptance of the minutes of the prior year’s meeting.
2. Receipt of the accounts and balance sheet, and reports of theBoard and of the Auditors.

CQI Regulation 8 – General Meetings

Page 1 of 2

Adopted as a Regulation by the CQI Board on 10th June 2020
Printed on 23 September 2020 at 3:51:04 AM

CQI REGULATION 8
3. Appointment of the Auditors and authorisation of the Board todetermine remuneration.
4. Declaration of results of elections to the Board and Council since
the previous AGM.
5. Current proposals for resolution and AOB.

3.

v)

Any proposals for resolution or AOB at an AGM must be lodged withCEO no later than five working days before the meeting.

vi)

The EGM agenda is to include the specific proposal(s) for resolution atsuch meeting. No further business may be added.

vii)

An inquorate meeting (per Bye-law 15) shall be adjourned by theChairman; discretion shall be given regarding late arrival of members.
Where so adjourned, the Chairman shall rule and declare at theadjournment which business shall require a further meeting to be called
and instruct such accordingly. Special proposals for resolution shall, inthe case of an inquorate meeting, be deemed to have been defeated.

viii)

The Chairman of any General Meeting shall, by default, be the Chairmanof the Board; in his/her absence, the Chair shall fall to the President,
Honorary Treasurer or Chairman of Council in sequence.

ix)

Voting at meetings shall be by a show of hands of voting memberspresent, or in the event of a virtual meeting via the voting system for thetechnical platform used, plus a count of valid proxy votes entered andcast for items on the agenda published in the calling notice; only voting
members personally present may vote on business subsequently added tothe agenda. Notwithstanding the foregoing, voting to resolve a tiedelection shall be by secret ballot amongst voting members present.

ADOPTION
3.1

This regulation is approved by the Board of Trustees for implementation.

CQI Regulation 8 – General Meetings

Page 2 of 2

Adopted as a Regulation by the CQI Board on 10th June 2020
Printed on 23 September 2020 at 3:51:04 AM