Annual Meeting Notice

Our by-laws, adopted by the Board of Directors in 2002, and as amended, require that the board conduct an annual general membership meeting each year during the time and at the place of the annual World Science Fiction convention, when held in North America, and when not at a place in North America, at whatever place it shall determine.

Family Meeting of 2012This is written notice of that meeting, as required in our by-laws, to each member entitled or likely to be entitled to vote at the meeting. You will be entitled to vote only if you are registered as a regular member and only if your dues are fully paid up through the current year of 2012 at the time of the meeting. An opportunity to make dues current will be afforded members prior to and at the beginning of the meeting. Supporting members are not entitled to vote, but, subject to ruling of the chair, may address the meeting.

This year’s meeting will be our Society’s eleventh annual general meeting. The meeting will be held during Chicon 7, in Chicago, Illinois, at the Hyatt Regency Hotel, Sunday, September 2, 2012 from 4:30-6:00 p.m. Visitors are encouraged to attend.

The regular order of business specified in the by-laws to be observed is that customary for non-profit membership charitable corporations and will include election of three directors of The Society for three positions on the Board for a term of three years, as specified in the bylaws. Further business consistent with the by-laws will occur at the meeting.

You may vote at the meeting in person, or by an assigned written proxy, if you are eligible to vote at the time of the meeting. All proxies must be written, signed, and notarized, or accompanied by a clear and legible photocopy of a government-issued photo identification containing a signature for comparison purposes, to be valid.

Further, the proxy must designate in writing the person to exercise the proxy; and must be received by the Secretary of the Society by postal mail or in person at or before the time of the meeting. If you mail your proxy to the Society’s postal address in Long Beach, California, please note that an officer of the Society will finally check that post office box address on the evening of August 23, 2012, and it is solely your responsibility to ensure it arrives by that time. You may designate any natural person to attend the meeting and vote your proxy. The by-laws specify that failure of a non-attending member to designate a proxy shall constitute designation of the president as the holder of the proxy of the member not in attendance.

We all hope as many of the Society’s members as possible do attend the meeting.

The Heinlein Society

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