The AGM shall be held during the month of November each year, with the earliest possible date being the Sunday following the first Monday in the month of November. The BOD shall set and publish the date for the AGM by no later than June 1st each year.
The State Office shall cause to be mailed to every member in good standing, at its address as it appears on the membership roll book of the Corporation, a notice stating the time, place, and agenda for the annual meeting, at least thirty (30) days and no more than fifty (50) days prior to said meeting. When notice is given by first class mail, electronic mail or facsimile, notice shall be deemed to have been given on the date of the mailing or transmission. Notwithstanding the foregoing, any notice by electronic mail or facsimile shall not be deemed to have been given if (1) the State Office is unable to deliver two consecutive notices to the member by electronic mail or facsimile; or (2) the State Office otherwise becomes aware that notice cannot be delivered to the member by electronic mail or facsimile transmission. Notwithstanding the above, the State Office shall send notice of meetings by first class mail to any member who requests in writing that notice of meetings be delivered by such method.
No notice need be given to any member who submits a signed waiver of notice before or after the meeting, or who attends the meeting without protesting, prior thereto or at its commencement, the lack of notice to him or her. Such waiver of notice may be written or electronic. If written, the waiver must be executed by the member or the member's authorized officer, director, employee, or agent by signing such waiver or causing his signature to be affixed to such waiver by any reasonable means, including, but not limited to facsimile signature. If electronic, the transmission of waiver must be sent by electronic mail and set forth, or be submittted with, information from which it can reasonably be determined that the transmission was authorized by the member.
All actions and policies adopted by the BOD during the previous year shall be reported to the NYSWYSA membership at each AGM.
Regular meetings of the Corporation shall be held at the site of the State Office or such other location as may be determined by the BOD.
The presence at any membership meeting of delegates having ten percent (10%) of the entire voting strength of the membership of the Corporation, including delegates appearing by proxy, shall constitute a quorum to conduct the business of the membership of the Corporation.
A membership roll showing the list of members and their respective delegates as of the record date, certified by the Secretary of the Corporation, shall be produced at any meeting upon the request therefore of any member which has given notice to the Corporation that such request will be made at least ten (10) days prior to such meeting. All persons appearing on such membership roll as qualified delegates shall be entitled to vote at the meeting, in person or by valid recorded proxy.