8.7 RULES OF QUORUM 8.7.1 Quorum at Board and AGM meetings shall be constituted by simple majority of the total number of members and with voting powers except that I) If, within a specific period of time, the time fixed for any meeting, a quorum is not present, the meeting shall either be deemed to be an Ad Hoc Meeting, in which case the provisions of Article8.6.1 shall apply, or the meeting shall stand adjourned to such other time and place as the Chairman shall determine in consultation with the Board members present and on condition that the Secretariat shall notify the absent members accordingly, and in order to reconvene the meeting the members present shall form a quorum. u In the case of the scheduled AGM meetings, the quorum shall be established by a show of hands amongst members present. 8.8.2 Extraordinary Board and any other Board Committee meetings shall be determined as properly convened and constituted by the Board members present and voting. Decisions taken at such meetings shall be presented to the next Board meeting for ratification expost facto and only then shall such decisions be deemed to be binding on the members of REfOSA. 8.9 MINUTES OF MEETINGS 8.9.1 The Secretariat shall attend any and all meetings of RETOSA herein mandated and shall maintain records in the form of written minutes. 8.9.2 Minutes shall be circulated to all members within a period of twenty-one (21) days or within such other period of time, reasonably practicable, following such meetings. 8.9.3 Minutes shall be tabled for consideration and, iffound to be a correct record of the previous proceedings, shall be signed by the Chairman and Executive Director at the subsequent meeting and shall be filed in the form of minute book. 8.10 LANGUAGES AND DOCUMENTATION 8.10.1 The languages of REfOSA shall be the SADC official languages and, all documentation shall be produced and provided in SADC languages. 8.11 OBSERVERS 8.11.1 Any organisation that is not a member of REI'OSA may be invited to attend as an observer any RETOSA meeting or that of any of its organs provided that, the intention to attend shall be notified to the Secretariat in good time and the Executive Director shall be satisfied that the organisation has a legitimate reason to be present at the meeting. Observers shall not be entitled to vote at any such meetings. The Executive Director shall circulate at every meeting a complete list of organisations that have been granted observer status and shall give reasons for their attendance. 8.12 DECLARATION OF INTEREST 8.12.1 Any member of the Board of Directors or Committee who has a commercial or any other vested interest in any matter being considered by the Board shall declare such interest and shall be required to excuse himself from the meeting or to suspend his vote on the particular matter or interest. 11