Article Index

ARTICLE 6: MEMBERSHIP MEETINGS

Sec. 6.1 General Membership Meetings

a. There shall be four (4) general membership meetings each year. These meetings shall be held quarterly on dates determined by the board of directors.

b. One (1) general membership meeting shall be considered the annual meeting of the membership and shall include electing the board of directors (in even-numbered years); transacting such other business as may properly come before the meeting; and sharing information and social interaction. The other three (3) general membership meetings shall include information and social interaction.

Sec. 6.2 Special Meetings of the Membership

A special meeting of the membership may be called for any purpose by
1) the president, 2) the board or 3) not less than twenty (20) of the members entitled to vote at such meeting.

Sec. 6.3 Place of Meetings of the Membership

All meetings of members shall be held at the Kent Senior Center or other public buildings or facilities in the City of Kent, Washington, as designated by the president, the board, by the members entitled to call a meeting of members, or by a waiver of notice signed by all members entitled to vote at the meeting and present at the meeting. Committee meetings shall be held at the Kent Senior Center, other public buildings or facilities in the City of Kent, Washington or in the homes of members.

Sec. 6.4 Notice and Minutes for Meetings of the Membership

a. Notice for general membership meetings: The president or the board, by means of the secretary and/or other designee, shall cause to be delivered to each member entitled to notice of or to vote at the meeting, either personally, by mail, by facsimile transmission or by electronic transmission, not less than ten (10) nor more than fifty (50) days before the meeting, written notice stating the place, date, and time of the meeting. Notices by electronic transmission must be delivered in accordance with Washington law.

b. Notice for special meetings of the membership: Notice is provided by one of the following, dependent upon the meeting being called by the board or a group of members.

1. The president or the board, by means of the secretary and/or other designee, shall cause to be delivered to each member entitled to notice of or to vote at the meeting, either personally, by mail, by facsimile transmission or by electronic transmission, not less than ten (10) nor more than thirty-five (35) days before the meeting, written notice stating the place, date, and time of the meeting. For special meetings, the purpose or purposes for which the meeting is called must be stated in the notice. Notices by electronic transmission must be delivered in accordance with Washington law.

2. Upon the written request including signatures of not less than twenty (20) of the members entitled to vote at the meeting, the secretary and/or other designee shall cause to be delivered to each member entitled to notice of or to vote at the meeting, either personally, by mail, by facsimile transmission or by electronic transmission, not less than ten (10) nor more than thirty-five (35) days before the meeting, written notice stating the place, date and time of the meeting. For special meetings, the purpose or purposes for which the meeting is called must be stated in the notice. Notices by electronic transmission must be delivered in accordance with Washington law.

c. Minutes for meetings of the membership: All minutes for meetings of the membership shall be submitted to the board by the secretary for approval within twenty (20) days of the meeting day. The board shall review and approve the minutes at their next meeting. The approved minutes shall be distributed to the board and the membership within forty-five days (45) of the membership meeting date.

Sec. 6.5 Emergency Meetings of the Membership

An emergency meeting of the membership is a meeting called with less than forty-eight (48) hours’ notice. It may be called by the board of directors as deemed necessary, and notification must include the purpose(s) of the meeting. The minutes must describe the reason for the emergency meeting.

Sec. 6.6 Agendas for General and Special Meetings of the Membership

The president, working with the board of directors, shall prepare agendas for general and special meetings of the membership. The board determines the content of agendas. Any member may propose an item for the agenda by a) submitting the item in writing to the board or by b) proposing an item for the agenda during the open floor portion of the meeting. The duration of the discussion of any item at a meeting may be limited at the discretion of the president.

Sec. 6.7 Electronic Options for Meeting Participation

Members may request to participate in a meeting of members by means of a conference telephone or similar electronic communications equipment by means of which persons participating in the meeting can hear each other. Every reasonable effort will be made to accommodate the request. A member shall provide the board with notice of at least seven (7) days to participate in a meeting by telephone or similar electronic communications equipment. Participation by such means shall constitute presence in person at a meeting.

Sec. 6.8 Electronic Transmission

The president and/or the board may deliver to a member notices, requests, consents or waivers by electronic transmission, if such member has consented to receive such electronically transmitted communications. The consent must designate the message format accessible to the member and the address, location or system to which the notices or other document may be electronically transmitted. Notice provided in an electronic transmission is effective when it: (a) is electronically transmitted to an address, location or system designated by the recipient for that purpose, and is made pursuant to the consent provided by the recipient; or (b) has been posted on an electronic network and a separate record of the posting has been delivered to the recipient together with comprehensible instructions regarding how to obtain access to the posting on the electronic network.

Sec. 6.9 Open Meetings

Any general, special or committee meeting is open to any person, and only the members are eligible to vote. Any board meeting is open to any person, and only the board members are eligible to vote. All actions or recommendations, including minority reports, of the general or special meetings shall be recorded in the minutes and communicated to all affected parties.