a. The General Meetings are distinguished between annual and extraordinary. Annual General Meetings must take place once a year, at a venue to be fixed by the Administrative Committee, not later than thirteen months from the date of the previous General Meeting.
The resolutions of the General Meeting shall be binding on all the subscribers to the Fund, including those who are absent or dissenting.
b. Since the nature of the profession makes it impossible for all members of the Provident Fund to attend the Annual or Extraordinary General Meetings, it is hereby stipulated that the members of the Provident Fund of each hotel shall elect amongst themselves, according to the ratio stated below, the representatives who will stand for them and commit them during the work of the Annual and Extraordinary General Meetings.
Provided that the members of the Provident Fund of each hotel shall consider the agenda at their own Annual or Extraordinary General Meetings and adopt their resolutions, which their elected and authorized representatives for this purpose shall express to the pancyprian Annual or Extraordinary General Meetings.
Representational proportion of members from each hotel:
Up to 10 employees in one hotel, 1 representative.
11 – 30 employees in one hotel, 2 representatives
31 – 50 employees in one hotel, 3 representatives
51 – 70 employees in one hotel, 4 representatives
71 - 90 employees in one hotel, 5 representatives
91 – 120 employees in one hotel 6 representatives
Over 121 employees in any one hotel, 7 representatives
c. The Administrative Committee may convene, whenever it deems it necessary, an Extraordinary General Meeting. Extraordinary General Meetings may be also convened on the request of Members representing 1/3 of the total membership of the Fund.
d. The Members of the Fund must be notified about Annual and Extraordinary General meetings 15 days before the time specified for such Meetings by an invitation duly signed by the Secretary of the Administrative Committee on the President’s instructions as regards Annual General Meetings, and on the instructions of the Administrative Committee as regards Extraordinary General Meetings. The day, the date, the time and place for the Meeting must be stated on the invitation, as well as the agenda.
According to the judgment of the Administrative Committee, the invitations shall either be sent to each member of the Fund by post or be delivered to the hotels where the members are employed.
e. Every member has a voting right in the General Meetings of each hotel, irrespective of the amount of money credited to his account in the Fund.
f. A quorum is formed for a General Meeting when half the total number of representatives is present plus one.
In case a quorum has not been formed, the following shall apply:
i. If the General Meeting has been convened by the Administrative Committee, it shall be postponed for half-an-hour, after which it shall be considered to have a quorum, regardless of the number of representatives of Fund members present.
ii. However, if it has been convened by the members, then it will dissolve.
Exceptionally in the case of resolutions concerning amendments to the Statute or additions to the Rules of the Provident Fund, a quorum shall require an 85% majority of the total number of representatives representing the members of the Fund.
If such quorum does not exist, then the General Meeting shall be postponed for the next week on the same day and hour, when at least half of the total number of representatives representing the members of the Fund shall form a quorum. If there is still no quorum for the General Meeting, as stipulated above, then the General Meeting shall again be postponed for a week on the same day and at the same hour, when it shall be deemed that a quorum is formed, regardless of the number of representatives of the members of the Fund present.
g. The resolutions of the General Meetings shall be adopted by absolute majority of the members’ representatives present, unless otherwise provided in the Statute. All resolutions of the General Meetings shall be adopted by a show of hands, unless this is preceded by an application to the President for a secret ballot.