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general_meetings:agm [2011/08/19 03:42] – damian | general_meetings:agm [2020/01/21 21:57] – [Attendance] matt | ||
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===== AGMs ===== | ===== AGMs ===== | ||
- | The [[general: | + | The Constitution requires that the Annual General Meeting (AGM) be held annually in June (or as soon as reasonable thereafter). |
- | //[to be completed]// | + | ===== Timeline ===== |
+ | |||
+ | **At least 18 weeks before:** | ||
+ | Secretary to publish time, date and place of meeting. This is a Constitutional requirement. Best effort should be made to ensure this information reaches as many members as possible. This should ideally include direct email communication with those members with who we can communicate, | ||
+ | |||
+ | **Midnight on Day of Council Meeting Preceding AGM:** | ||
+ | Deadline for receipt of nominations for Executive, Officer (Standing Committee Convenors) and Club/Individual Representative posts by Secretary, as well as any items or proposals | ||
+ | |||
+ | **At least 6 weeks before:** | ||
+ | Secretary to circulate Agenda to members. This is a Constitutional requirement. Current interpretation of ‘circulate’ is to publish the document online and to make members aware by email communication (where technology allows) with those who have opted to receive emails, as well as through use of BCA website and appropriate social media platforms. | ||
+ | |||
+ | **At least 14 days before:** | ||
+ | Officers, Standing Committee Chairs, Working Group Convenors and all other appointees to send written reports to Secretary. | ||
+ | |||
+ | **At least 1 week before:** | ||
+ | Secretary to publish online the reports document for the meeting, together with any other supporting documentation. It is recommended to once again email members and use appropriate social media to inform members that the reports are now available and to also serve as a meeting reminder. | ||
+ | |||
+ | **Up to 8 weeks after:** | ||
+ | Secretary to publish draft minutes online following the process below. | ||
+ | |||
+ | |||
+ | ===== Agenda Items ===== | ||
+ | |||
+ | Section 8.13 of the Constitution lists the purposes of an AGM. It is good practice to adhere to the content and the order of these in writing the Agenda. | ||
+ | |||
+ | A template agenda for an AGM can be found here (TO BE ADDED). | ||
+ | |||
+ | The constitution is unclear on who can submit an agenda item or proposal for an AGM and who can second motions. Thus a liberal interpretation should be taken that any member (Group or Individual) or constituent body, or BCA Council can do this. | ||
+ | |||
+ | ===== Written Reports ===== | ||
+ | |||
+ | These should be prepared and forwarded to the Secretary at least 14 days prior to the AGM. This ensures timely publication and, therefore, communication with members. Reports should be included from: | ||
+ | |||
+ | - Chairman | ||
+ | - Treasurer | ||
+ | - Secretary | ||
+ | - Publications and Information Officer | ||
+ | - Standing Committee Convenors (Officers) | ||
+ | - Working Party Convenors | ||
+ | - Council appointees | ||
+ | - Any other individual or group specifically requested to do so by either Council or an AGM. Currently this is the British Caving Library | ||
+ | |||
+ | Reports from Regional Councils and Constituent Bodies are not normally included but may be presented if they include information of national relevance. | ||
+ | |||
+ | The reports should include a summary of the work completed | ||
+ | |||
+ | ===== Attendance ===== | ||
+ | |||
+ | Anyone may attend the AGM, although the Chair has the right to exclude anyone if the meeting so decides. | ||
+ | |||
+ | ===== Voting Procedures ===== | ||
+ | |||
+ | Voting is split into two Houses: Individual Members and Group Members. | ||
+ | |||
+ | Individual Vote: All current individual members, including honorary members, are entitled to vote in the Individual round of voting, except the Chairman and Recorder of the meeting. | ||
+ | |||
+ | Group Vote: Each group member is entitled to send one voting delegate, who shall have been authorised to do so in writing by that group. No individual shall vote on behalf of more than one group member. | ||
+ | |||
+ | The quorum is 10 individual members and 5 persons eligible to vote on behalf of group members. | ||
+ | |||
+ | Any motion NOT affecting the Constitution shall be taken as having succeeded if a majority of those eligible to vote in both houses support it. For a motion affecting the Constitution then a 70% majority is required in both houses. It should be noted that this does not automatically change the Constitution, | ||
+ | |||
+ | ===== Meeting Minutes ===== | ||
+ | |||
+ | Minutes of meetings should be prepared by the recorder (who is appointed by the Council meeting preceding the AGM). The Minutes should include: | ||
+ | * details of those present | ||
+ | * apologies for absence | ||
+ | * any matters arising from previous minutes | ||
+ | * reports to Council from Executive, Officers and appointees (which should be attached to the minutes) | ||
+ | * details of discussions on specific issues, points raised and decisions taken including, where appropriate, | ||
+ | * a means of indicating actions to be taken outside of the meeting, such as an " | ||
+ | |||
+ | Minutes and other papers should be distributed as soon as practical after meetings. | ||
+ | |||
+ | On publishing Draft Minutes the Secretary should send them to: | ||
+ | * all [[council: | ||
+ | * anyone listed in the attendance list for that meeting. | ||
+ | * any other person or organisation the Secretary or another Council Member feels may have an interest. Currently this includes: the Secretaries of the Regional Councils and Constituent Bodies, plus the FODCCAG Secretary. | ||
+ | |||
+ | A copy of all Draft Minutes should also be added to the relevant section of the BCA website, ensuring that any Draft Minutes are clearly marked as such, both in the document itself and on the website. | ||
+ | |||
+ | Only in the event of significant changes being made at the following Meeting, should approved Minutes also be distributed as above, although they should always be updated on the BCA Website. | ||
---- | ---- | ||
+ | |||
+ | //Formally adopted at 2012 AGM. Last review: 11/06/12// |