THE ANNUAL GENERAL MEETING
The Annual General Meeting shall consist of all members specified in Article 3.
 
It shall take place at least once a year. The interval between two successive meetings shall not exceed 18 months.
 
Its date and location shall be decided at the Annual General Meeting following a recommendation from the Executive Committee.
 
Notice of an Annual General Meeting shall be given in writing accompanied by a provisional agenda a minimum of 2 months before the date of the meeting.
 
The Secretary-General shall be responsible for dispatch of the final agenda.
 
The presence or representation of at least three-quarters of the full membership shall be required for decisions at the Annual General Meeting to be valid.
 
In voting:
  • Each full member country shall have one vote.
  • Decisions shall be made on the basis of a simple majority.
  • In normal circumstances, voting shall be performed verbally country by country in 3 stages: one for those "for", one for those “against” and one for “abstentions".
  • Any vote relating to persons shall be carried out by secret ballot.
  • In the case where a full member country cannot attend the Annual General Meeting, written proxy may be given to another full member country to represent it and vote on its behalf.
  • Each full member country shall be entitled to hold only one proxy.
The President may invite special1y qualified people, not belonging to CESP, to attend and explain particular problems and to take part in debate on these matters.
 
Minutes of each meeting shall be recorded by the Secretary-General or person designated by the Secretary-General and sent to all delegates no later than 3 months before the next Annual General Meeting.
 
An Extraordinary General Meeting may be convened by the Executive Committee or upon a written request of a majority of full member countries.
 
An Extraordinary General Meeting may be held immediately before or after an Annual General Meeting or on another date. The date, place and reason for an Extraordinary General meeting shall be brought to the attention of members at least 2 months in advance, the convocation and final agenda having been sent out at least 30 days in advance.
 
Each delegate to the Annual General Meeting shall receive a copy of the statutes at entry.