Constitution of Producers Guild of Ghana (PGG)

Article 18:   Annual General Assembly Meetings

1. 1. There shall be an Annual General Assembly Meeting on such a day each year as the Executive Committee shall from time to time determine, and at which meeting,  the following matters shall be considered: -
      1. Receive the report of the President on the activities of PGG;
      2. Receive the Statement of Accounts duly audited;
      3. Appoint Auditors for the ensuing year;
      4. When appropriate, elect the Officers of PGG for the ensuing year;
      5. Fill up vacancies in the Executive Committee;
      6. Fix registration and annual subscription fees.
      7. Make changes and amendments to the Articles of the Constitution of PGG
      8. Consider and if necessary take action, with reference to any business or motion of which due notice may have been given, or which a two-thirds majority of those present and voting may determine to entertain not being inconsistent with this Constitution.
   2. All members of PGG shall be given at least twenty-one (21) days notice, by circular letter, of the Annual General Meeting and of the business to be transacted thereat.
   3. The members shall elect from among a list of two nominees proposed by the Executive Committee a Chairman who will chair and manage proceedings at meetings of that specific General Assembly Meeting only.
2. Special Meetings
   Special meetings of PGG and/or of any Committee shall be convened by the Secretary General at the discretion of the President, or on the requisition of six (6) members of the Executive Committee, or of not less than one-third of the registered members of PGG at any given point in time. The notice shall state the objects of the meetings and no other business shall be discussed.
3. Notice of Meetings
   Except as provided for in Rule 17 (A) and (D) herein, seven days' notice at least shall be given of all meetings by circular addressed to members. The notice shall state to objects of the meetings and no other business shall be transacted.
4. Emergency Meeting
   In case of emergency, the Executive Committee shall be vested with full powers to act for PGG. The President, or in his absence or incapacity either of the Vice Presidents, or in their absence or incapacity for whatever reason, any of the elected members of the Executive Committee shall have powers to call an emergency meeting of PGG without notice.
   
   The Following matters shall not be the subject matter for discussion during an Emergency Meeting:
   1. the removal of the President or Vice Presidents; or
   2. the approval of PGG’s audited accounts.
5. Resolution and Voting at Meetings
   1. At any general meeting, a resolution put to the vote of the meeting shall be decided on a ballot unless voting by a show of hands is demanded by at least quorum members present and voting. If, however a vote is taken by a show of hands, a declaration by the President that the resolution has been carried unanimously, or by a particular majority, or lost, and an entry to that effect made in the minutes of the proceedings of the meeting, shall be conclusive evidence of the fact, without proof of the number or proportion of the votes recorded in favour of, or against, that resolution.
   2. A ballot shall be taken in such manner as the President directs, and the result of the ballot shall be deemed to be the resolution of the meeting in respect of that subject matter.
   3. All resolutions shall be passed by simple majority of votes except resolutions relating to a change of the Articles or a resolution relating to the dissolution of PGG. Such exceptional resolutions shall require a majority of at least three-fourths of all votes cast at the Members General meeting.
   4. Resolutions of the Annual General Meeting shall be entered into the resolutions book, and shall be signed by the President of the respective meeting and the Secretary General. The resolution shall also identify the place and time the meeting was held as well as the voting result.
   5. In the case of an equality of votes, whether on a ballot or on a show of hands, the President shall be entitled to a second or a casting vote.
   6. A representative of more than one member is entitled to vote for each member he represents, provided his name appears on the Register of Members as representing each member, in accordance with the provision of Rule 10.
6. Rescinding of Resolutions
   No resolution of an Annual meeting or a Special Meeting shall be rescinded except by a special meeting convened for that purpose.

Article 19: Quorum at Meetings

1. Annual General Meetings: 50%
2. Executive Committee: 3 members

In the absence of a quorum, the meeting shall stand adjourned until the same day in the following week at the same time and place and if at such adjourned meetings a quorum is not obtained, those members who are present shall form a quorum and may transact business.