OPERATING PROCEDURE:

OP12 Rev 3

SUBJECT: ANNUAL REPORT AND ACCOUNTS
Issue/Draft
Rev. 31.

Date
14 June 2018

Details
Version agreed tocorrespond to v4 of theConstitution following
Organisation Review
2015-2017

Status/Approval
Approved by postal
ballot 31 October 2017and implemented
14 June 2018

Scope
Sets out the procedure for preparation and approval of an Annual
Report and Accounts in accordance with Austrian law, which requires
an Annual Report and an Annual Meeting close to the turn of thecalendar year. This Annual Meeting will be open to the fullmembership and additional to ICNDT‘s biennial General Assembly
meetings, except when the biennial GA is at a suitable time.

2.

Procedure(i)Each year in January, an Annual Report of the activities of the ICNDT
including a financial report for the previous year will be prepared by
the General Secretary and the Treasurer.

(ii)

The financial report will include the Accounts for previous year,
confirmed by the elected Auditors.

(iii)

Following approval by the ICNDT Executive Committee, the Annual
Report will be circulated to the full membership of ICNDT along withan invitation to the Annual Meeting, with an agenda as detailed below,
which will be held by the end of the first week in February inconjunction with another ICNDT meeting (GA, IAC or Exec) and/or by
Teleconference for the purpose of approving the Report. One month’s
notice will be given. The notification will indicate any other business tobe conducted.
Secretariat: The British Institute of NDT, Midsummer House, Riverside Way, Bedford Road,
Northampton NN1 5NX UK
Tel: +44 1604 438300 Fax: +44 1604 438301 Email: gensec@icndt.org
The ICNDT is registered as a legalised Association with its seat in Vienna, Austria.
ICNDT Registered Office: 1230 VIENNA, Deutschstraße 10
Chair: S K Babu Email: chairman@icndt.org

OP12 Rev 3

(iv)Attendance: Members will be invited to attend the Annual Meeting inperson or by phone or via the Internet, or give a proxy to be exercisedby the Chairman, the General Secretary or another attendee, orindicate their approval by a postal vote by e-mail.

(v)

The quorum of the International Committee shall be at least one thirdof the voting membership. When insufficient members are present
physically the meeting must be adjourned for 15 min and reconvened
including members present via the Internet.

(vi)

The approval of the Annual Report will require a simple majority of theeligible votes cast (those present in person, on the phone, or via
internet, proxies and postal votes).

(vii) The result of the Annual Meeting will be posted on the website andthe Annual Report will be translated into German and submitted to theAustrian authorities.
(viii) The Annual Report will be presented at the next General Assembly.
(ix)

Notice and Agenda: see below.

OP12 Rev 32

Notice - Annual General Meeting
In accordance with the requirements of Austrian Law this is a notice of an
Annual General Meeting of the ICNDT, which will be held ……
The purpose of the meeting is to approve ICNDT’s Annual Report including
the financial accounts report for the year ending ….. in order that they can besubmitted to the Austrian regulatory authorities within the specified timeframe.
Place: ……………….. (and details of Telephone Conference/ Internetmeeting address)
Time: ………… to ……….
Agenda:1. Annual Report
2. Treasurers Report
3. Approval of the Reports
4. Close of meeting.
You may attend the meeting/Teleconference/Internet meeting in person, orgive a proxy to the Chairman, General Secretary or other attendee, or register
your approval by postal vote/e-mail.
The quorum of the International Committee shall be at least one third of thevoting membership. When insufficient members are present physically themeeting must be adjourned for 15 min and reconvened including memberspresent via the Internet.
General Secretary ICNDTOP12 Rev 33