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ARTICLE IV MEETINGS <br />1. The annual meeting of the Administration shall be held on the second Tuesday in <br />December of each year. <br />2. (a) Special meetings of the Administration may be called by the Chairman or, in the <br />case of a vacancy in the office of Chairman or inability of the Chairman to act, by <br />the Vice - Chairman. Upon the written request of two or more representatives, it <br />shall be the duty of the Chairman, or Vice - Chairman, as the case may be, to call <br />such a meeting. <br />(b) Special telephonic meetings of the Administration may be held by telephonic <br />communications between the several members of the Administration in respect <br />to all matters arising under Article V F of the Compact; Provided that such special <br />telephonic meetings_may be called by the Chairman, Vice - Chairman or any <br />member of the Operations Committee, and in any case at least two <br />representatives of each State shall participate personally in such special <br />telephonic meetings and concur in the action taken as a result of any such <br />meeting. And provided further, that the Secretary of the Administration shall <br />prepare minutes of any special telephonic meeting and such minutes shall be <br />acted upon by the Administration at the next Annual meeting or special meeting <br />held under sub - section (a) hereof. <br />3. Notices of all annual meetings of the Administration shall be sent by the Secretary, <br />or in the case of a vacancy in the office of the Secretary, or the inability of the <br />Secretary to act, by the Chairman or Vice - Chairman, as the case may be, to the <br />members of the Administration by ordinary mail at least ten days in advance of such <br />annual meetings. Notice of special meetings shall be given by the Secretary to the <br />members of the Administration by the most expeditious method so as to allow as <br />much time prior to such special meetings as conditions permit. <br />4. Unless otherwise agreed to in advance by all members of the Administration, all <br />annual and special meetings shall be held at the principal office of the <br />Administration. <br />5. (a) The Administration shall keep minutes of the proceedings of all of its meetings. <br />Such minutes shall be preserved in a suitable manner as directed by the <br />Administration. Until approved by the Administration, minutes shall not be official <br />and shall be furnished only to the members of the Administration, its employees, <br />and the members of its committees. Distribution of official minutes shall be made <br />by the recording secretary or his designee in accordance with directives of the <br />Administration. <br />(b) Unless the requirements of this sub - section (b) are waived pursuant to sub- <br />5 ARCA Readopted By -laws 1719/97 <br />