ARTICLE 6: MEETINGS & PROCEDURES
Posted: Thu Sep 11, 2025 12:44 am
ARTICLE 6: MEETINGS & PROCEDURES
6.1 Annual General Meeting (AGM):
KPRF may conduct one Annual General Meeting during each calendar year, preferably at the end of the racing season or before the commencement of the next season.
The AGM may be called for reviewing race activities, results, accounts, future plans, member matters, prize distribution, amendments, and other official Federation matters.
Written or digital notice, including the agenda where applicable, shall be provided to members through official KPRF communication channels at least seven (7) days in advance.
Official communication channels may include WhatsApp group, SMS, email, phone call, official forum, website notice, written notice, or any other channel approved by the Managing Committee.
━━━━━━━━━━━━━━━━━━━━━━━
6.2 Special General Meeting:
A Special General Meeting may be convened by the Permanent President, Founder, Secretary, or Managing Committee whenever urgent or important Federation matters require discussion.
A Special General Meeting may also be considered upon a written request signed by at least one-third (1/3) of the active members, provided the request clearly states the purpose of the meeting.
For urgent matters, including race changes, weather issues, pigeon welfare, disputes, disciplinary action, financial issues, transport problems, or emergency decisions, notice of at least twenty-four (24) hours may be sufficient.
In extreme emergency situations, the KPRF Leadership / Supreme Authority may take immediate decisions without waiting for a formal meeting, if such decision is necessary for the safety of pigeons, race integrity, member safety, or protection of the Federation.
━━━━━━━━━━━━━━━━━━━━━━━
6.3 Committee Meetings:
The Managing Committee may meet whenever required for administration, race planning, result verification, finance, discipline, membership decisions, website/forum updates, or any other KPRF matter.
Committee meetings may be held physically, by phone call, WhatsApp, video call, online meeting, written circulation, or any other practical method approved by the Leadership.
Decisions taken through digital communication or written confirmation shall be valid if approved by the KPRF Leadership / Managing Committee.
━━━━━━━━━━━━━━━━━━━━━━━
6.4 Attendance & Participation:
Attendance at official meetings is expected from all members whenever notice is given.
A member unable to attend must inform the Secretary, President, Founder, or authorized Committee Member in advance, preferably at least twenty-four (24) hours before the meeting.
Members attending meetings shall maintain discipline, respect, and proper conduct. Shouting, personal attacks, abusive language, disturbance, false allegations, groupism, or disrespect toward officials or members shall not be permitted.
Only matters included in the agenda or permitted by the Chairperson / Leadership may be discussed.
━━━━━━━━━━━━━━━━━━━━━━━
6.5 Proxy & Representation:
A member who is unable to attend a meeting may submit written permission for another active KPRF member or immediate family representative to attend and speak on his behalf, subject to approval by the Secretary / Managing Committee.
Such proxy or representative shall not have any voting right unless specifically approved by the KPRF Leadership and unless the concerned member is eligible to vote under this Constitution.
Ordinary Members shall not claim automatic voting rights through proxy or representation.
The Managing Committee reserves the right to reject any proxy if it appears improper, misleading, disputed, or against the interest of KPRF.
━━━━━━━━━━━━━━━━━━━━━━━
6.6 Quorum:
For a General Meeting, the quorum shall be one-third (1/3) of the active membership or a minimum of five (5) members, whichever is greater.
If the required quorum is not present within thirty (30) minutes from the scheduled time, the meeting may be adjourned and reconvened on another date, or the KPRF Leadership may decide to proceed for urgent matters.
A reconvened meeting for the same agenda shall be valid regardless of the number of members present, provided proper notice was already given.
For Committee Meetings, the presence or approval of the Permanent President, Founder, Secretary, or authorized Committee Members shall be sufficient, depending on the nature of the matter.
━━━━━━━━━━━━━━━━━━━━━━━
6.7 Chairperson of Meetings:
The Permanent President shall normally preside over official KPRF meetings.
In the absence of the Permanent President, the Founder may preside over the meeting.
If both are unavailable, the Secretary or any senior Committee Member authorized by the Leadership may conduct the meeting for the specific agenda.
The Chairperson shall have the authority to maintain order, permit discussion, close discussion, postpone matters, record decisions, and remove any person causing disturbance.
━━━━━━━━━━━━━━━━━━━━━━━
6.8 Minutes & Records:
The Secretary or authorized person shall maintain minutes or written records of important meetings, decisions, resolutions, financial approvals, disciplinary matters, race decisions, and membership decisions.
Minutes may be maintained in physical book, digital record, forum post, PDF, WhatsApp record, or any official format approved by KPRF.
Meeting records shall be treated as official Federation records.
━━━━━━━━━━━━━━━━━━━━━━━
6.9 Unexcused Absence:
Unexcused absence from three (3) consecutive official meetings, when attendance is required, may result in disciplinary proceedings.
Disciplinary action may include verbal warning, written warning, fine, suspension from race participation, suspension of membership privileges, or cancellation of membership depending on the seriousness and circumstances.
━━━━━━━━━━━━━━━━━━━━━━━
6.10 Validity of Decisions:
No meeting, decision, resolution, race decision, disciplinary decision, or administrative action shall be invalid merely because of a technical defect in notice, attendance, communication method, or procedure, provided the decision was taken in good faith for the benefit of KPRF.
All decisions approved by the KPRF Leadership / Managing Committee shall be final and binding on all members, subject to this Constitution and the prevailing laws of India.
6.1 Annual General Meeting (AGM):
KPRF may conduct one Annual General Meeting during each calendar year, preferably at the end of the racing season or before the commencement of the next season.
The AGM may be called for reviewing race activities, results, accounts, future plans, member matters, prize distribution, amendments, and other official Federation matters.
Written or digital notice, including the agenda where applicable, shall be provided to members through official KPRF communication channels at least seven (7) days in advance.
Official communication channels may include WhatsApp group, SMS, email, phone call, official forum, website notice, written notice, or any other channel approved by the Managing Committee.
━━━━━━━━━━━━━━━━━━━━━━━
6.2 Special General Meeting:
A Special General Meeting may be convened by the Permanent President, Founder, Secretary, or Managing Committee whenever urgent or important Federation matters require discussion.
A Special General Meeting may also be considered upon a written request signed by at least one-third (1/3) of the active members, provided the request clearly states the purpose of the meeting.
For urgent matters, including race changes, weather issues, pigeon welfare, disputes, disciplinary action, financial issues, transport problems, or emergency decisions, notice of at least twenty-four (24) hours may be sufficient.
In extreme emergency situations, the KPRF Leadership / Supreme Authority may take immediate decisions without waiting for a formal meeting, if such decision is necessary for the safety of pigeons, race integrity, member safety, or protection of the Federation.
━━━━━━━━━━━━━━━━━━━━━━━
6.3 Committee Meetings:
The Managing Committee may meet whenever required for administration, race planning, result verification, finance, discipline, membership decisions, website/forum updates, or any other KPRF matter.
Committee meetings may be held physically, by phone call, WhatsApp, video call, online meeting, written circulation, or any other practical method approved by the Leadership.
Decisions taken through digital communication or written confirmation shall be valid if approved by the KPRF Leadership / Managing Committee.
━━━━━━━━━━━━━━━━━━━━━━━
6.4 Attendance & Participation:
Attendance at official meetings is expected from all members whenever notice is given.
A member unable to attend must inform the Secretary, President, Founder, or authorized Committee Member in advance, preferably at least twenty-four (24) hours before the meeting.
Members attending meetings shall maintain discipline, respect, and proper conduct. Shouting, personal attacks, abusive language, disturbance, false allegations, groupism, or disrespect toward officials or members shall not be permitted.
Only matters included in the agenda or permitted by the Chairperson / Leadership may be discussed.
━━━━━━━━━━━━━━━━━━━━━━━
6.5 Proxy & Representation:
A member who is unable to attend a meeting may submit written permission for another active KPRF member or immediate family representative to attend and speak on his behalf, subject to approval by the Secretary / Managing Committee.
Such proxy or representative shall not have any voting right unless specifically approved by the KPRF Leadership and unless the concerned member is eligible to vote under this Constitution.
Ordinary Members shall not claim automatic voting rights through proxy or representation.
The Managing Committee reserves the right to reject any proxy if it appears improper, misleading, disputed, or against the interest of KPRF.
━━━━━━━━━━━━━━━━━━━━━━━
6.6 Quorum:
For a General Meeting, the quorum shall be one-third (1/3) of the active membership or a minimum of five (5) members, whichever is greater.
If the required quorum is not present within thirty (30) minutes from the scheduled time, the meeting may be adjourned and reconvened on another date, or the KPRF Leadership may decide to proceed for urgent matters.
A reconvened meeting for the same agenda shall be valid regardless of the number of members present, provided proper notice was already given.
For Committee Meetings, the presence or approval of the Permanent President, Founder, Secretary, or authorized Committee Members shall be sufficient, depending on the nature of the matter.
━━━━━━━━━━━━━━━━━━━━━━━
6.7 Chairperson of Meetings:
The Permanent President shall normally preside over official KPRF meetings.
In the absence of the Permanent President, the Founder may preside over the meeting.
If both are unavailable, the Secretary or any senior Committee Member authorized by the Leadership may conduct the meeting for the specific agenda.
The Chairperson shall have the authority to maintain order, permit discussion, close discussion, postpone matters, record decisions, and remove any person causing disturbance.
━━━━━━━━━━━━━━━━━━━━━━━
6.8 Minutes & Records:
The Secretary or authorized person shall maintain minutes or written records of important meetings, decisions, resolutions, financial approvals, disciplinary matters, race decisions, and membership decisions.
Minutes may be maintained in physical book, digital record, forum post, PDF, WhatsApp record, or any official format approved by KPRF.
Meeting records shall be treated as official Federation records.
━━━━━━━━━━━━━━━━━━━━━━━
6.9 Unexcused Absence:
Unexcused absence from three (3) consecutive official meetings, when attendance is required, may result in disciplinary proceedings.
Disciplinary action may include verbal warning, written warning, fine, suspension from race participation, suspension of membership privileges, or cancellation of membership depending on the seriousness and circumstances.
━━━━━━━━━━━━━━━━━━━━━━━
6.10 Validity of Decisions:
No meeting, decision, resolution, race decision, disciplinary decision, or administrative action shall be invalid merely because of a technical defect in notice, attendance, communication method, or procedure, provided the decision was taken in good faith for the benefit of KPRF.
All decisions approved by the KPRF Leadership / Managing Committee shall be final and binding on all members, subject to this Constitution and the prevailing laws of India.