8.4 Board Committee Meetings 8.4.1 Board Committee Meetings refer to those of the Executive Committee, Project and Technical Committee and Ad Hoc Committee,which shall be convened on behalf of the RETOSA Board or as requested by the AGM to deliberate upon specific or occasional matters arising from the activities of RETOSA. The composition of such meetings shall be decided by the Board. Rules of Quorum under Article8.1.8 shall apply. 8.5 Extraordinary Board Meetings 8.5.1 Extraordinary Board meetings may be convened at any time at the request of the Chairman, following notification to Board members by the Secretariat, giving at least fourteen (14) days notice: 8.6 i) Attendance at Extraordinary Board Meetings shall be restricted to RETOSA Board members or their alternates. ii) Voting shall be open and by a simple majority. iii) The Rules of Quorum given in Article8.8 herein shall apply. ANNUAL GENERAL MEETINGS (AGM) 8.6.1 Annual General Meetings (AGMs) of RETOSA shall be held at such time and place as may be determined by the previous AGM. The AGM shall ordinarily be organised at the most convenient location in the territory of any Member State. 8.6.2 Such Annual General Meetings shall be convened by the Secretariat by way of written notice detailing time, date and venue and circulated to all members eligible to attend. Notification shall be circulated to members not later than sixty (60) days prior to the date of the meeting. 8.6.3 Notification of meetings together with agenda and other documentation shall be circulated forty-five (45) days prior to the date of the AGM meetings. Members shall be required to notify their attendance or that of any mandated nominee and to submit proxy forms or iterns for any other business to the Secretariat in writing not later than fourteen (14) days prior to the date of the Annual General Meeting. 8.6.4 The Chairman of such meetings shall be the Chairman of the RETOSA Board or, in his absence the Vice Chairperson of the Board. 8.6.5 The Annual General Meeting shall elect office bearers and other ad hoc committee members for the coming year, and to consider and respond to Agenda items. 8.6.6 The AGM shall appoint Auditors. 8.6.7 The Rules of Quorum referred to inArticle8.7 herein, shall apply. 10