PART 3: Section 8. Notices, Ballots and Polls

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8. Notices, Ballots and Polls

8.1 Notice of a thing, althing or shire moot must:

(a) be given to:

(i) every member in good standing if the meeting is not a shire moot, or,
(ii) if the meeting is a shire moot, only members whose registered address is within the geographic boundaries of a shire are entitled to receive notice of a shire moot;
(iii) the Freehold Witan, who shall be informed of every shire moot;
(iv) the auditor, if applicable, and

(b) specify the place, day and hour of the meeting,
(c) the general nature of the special, regular or shire business to be dealt with.

8.2 In the cases that the member being notified is a voting member the notice must also:

(a) specify in the cases of the special, regular or shire business, the exact nature of that business,
(b) include one or more ballots or poll documents upon which each member may mark his or her vote(s) and signature.

8.3 A notice of thing, althing or shire moot may be given to a member either personally or by mail to the member's registered mailing address.
8.4 Official notices, ballots and polls sent by mail will be deemed to have been given on the second day following the day on which the notice, ballots or polls, were posted.

8.5 In proving that notice, ballots or polls have been given it is sufficient to prove the notice, ballots or polls were properly stamped and addressed and put in a Canadian post office receptacle.

8.6 Voting members who wish to vote must either return the polls or ballots to the Freehold mailing address, or in the case of shire business, the shire's mailing address, postmarked within fourteen days after they have been given, or attend the meeting at which the business is to be conducted.

8.7 Failure to return the polls or ballots in the time allotted will be regarding as an abstention.

8.8 The accidental omission to give notices, ballots or polls, or the non-receipt by, any of the members entitled to receive notice, ballots or polls, does not invalidate proceedings at that meeting or the resolutions arising from the counts of proxy votes received.