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general_meetings:agm [2012/03/17 19:38] – damian | general_meetings:agm [2020/01/21 22:01] (current) – [Meeting Minutes] 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). |
===== Timeline ===== | ===== Timeline ===== | ||
- | **At least 18 weeks before:** Secretary to publish time, date and place of meeting. This is a Constitutional requirement. | + | **At least 18 weeks before: |
+ | Secretary to publish time, date and place of meeting. This is a Constitutional requirement. | ||
- | **Midnight on Day of Council Meeting Preceding AGM:** Deadline for receipt of nominations for posts by Secretary, as well as any items to be raised at the AGM. This is a Constitutional requirement. | + | **Midnight on Day of Council Meeting Preceding AGM: |
+ | Deadline for receipt of nominations for Executive, Officer (Standing Committee Convenors) and Club/ | ||
- | **At least 6 weeks before:** Secretary to circulate Agenda to members. Current practice involves posting a copy to all members (except CIMs). This is a Constitutional requirement. | + | **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. | ||
- | ** Two weeks before:** Officers, Working-Group Chairmen etc to forward | + | **At least 14 days before:** |
+ | Officers, Standing Committee Chairs, Working Group Convenors and all other appointees | ||
- | **At least 7 days before:** Secretary to publish online the Reports | + | **At least 1 week before:** |
+ | Secretary to publish online the reports | ||
+ | |||
+ | **Up to 8 weeks after:** | ||
+ | Secretary to publish draft minutes online following the process below. | ||
- | **1 month after:** Secretary to publish Draft Minutes online following the process below. | ||
===== Agenda Items ===== | ===== 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 building and Agenda. | + | 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 | ||
===== Written Reports ===== | ===== 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: | + | 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 | + | |
- | * Standing Committee Chairmen (including reports on the work of [[council: | + | |
- | * Working Party Convenors | + | |
- | * [[council: | + | |
- | * Any other individual or group specifically requested to do so by either Council or an AGM. Currently this is the British Caving Library. | + | |
- | The reports should include a summary of the work completed | + | - 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 ===== | ===== Attendance ===== | ||
- | Anyone may attend the AGM, although the Chairman | + | Anyone may attend the AGM, although the Chair has the right to exclude anyone if the meeting so decides. |
===== Voting Procedures ===== | ===== Voting Procedures ===== | ||
- | Voting is split into two Houses: Individual Members and Group Members. | + | Voting |
- | 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. | + | **The following items of business will require |
- | 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 | + | - Appointment of Honorary Members and an Honorary President (50% majority of all votes required with no subsequent online voting). |
+ | - Accepting minutes, reports and other regular ‘housekeeping’ duties or matters arising that would not be considered ‘motions’ (50% majority of all votes required with no subsequent online voting). | ||
+ | - Submitted motions. It is suggested that before any voting occurs, those attending the meeting should debate any presented motions and, if necessary (and with the permission of the proposer), refine or consolidate them. The final motions must then receive the support of ≥20% of all individual members | ||
- | Any motion | + | Motions are considered to be items put forward that would make any change to the constitution or involve taking a significant action or making a significant change to BCA operations, policy, procedure or position. They are expected to be submitted in advance on the agenda. In the event of uncertainty as to whether something should be a ‘motion’ or a ‘housekeeping’ matter, |
+ | |||
+ | The constitution states that ‘uncontested candidates’ for Council position ‘will be elected’. This wording was based on the pre-2019 status quo of appointing unopposed candidates without a vote. This should therefore be the default interpretation. | ||
+ | |||
+ | It is very desirable for contested Council positions to be resolved at the meeting by mutual agreement between the candidates. The Chair is encouraged to try to facilitate discussions of this nature. However, if this is not possible, then the contested position and candidates will be progressed automatically | ||
+ | |||
+ | The quorum for a General Meeting is 10 individual members eligible to vote. | ||
+ | |||
+ | Online voting should be available to all BCA Individual Members for a 30-day period commencing as soon as is possible after the General Meeting. It is good practice to ensure this is well communicated to all members by email (if possible) and through the BCA website and social media. Motions must receive 50% support of all votes cast (70% for changes to constitution) to be accepted. For contested positions or multi-choice option motions, the candidate or option with the most support will be appointed/ | ||
+ | |||
+ | For the purposes of all voting, abstentions are not considered a ‘vote’. | ||
===== Meeting Minutes ===== | ===== Meeting Minutes ===== | ||
+ | Minutes of meetings should be prepared by the recorder (who is appointed by the Council meeting preceding the AGM). | ||
+ | **Minutes of meetings should include: | ||
+ | - Date, time and location. | ||
+ | - Details of those present. | ||
+ | - Apologies for absence. | ||
+ | - Any matters arising from previous minutes. | ||
+ | - Outcomes of any actions from the previous meeting. | ||
+ | - Details of discussions regarding the reports including a record of their acceptance. The reports themselves may be attached or included within the minutes, or they may be included in a separate document available alongside 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 action log; it is suggested to include this clearly at the end of the minutes. | ||
+ | |||
+ | Minutes and other papers should be distributed as soon as practical after meetings, but within eight weeks maximum. Before publication, | ||
+ | |||
+ | **On publishing draft minutes, the Secretary should: | ||
+ | |||
+ | - Upload them to the BCA website, ensuring clarity that they are a draft. | ||
+ | - Ensure a prominent notification that the draft minutes are available is placed on the BCA website and broadcast via relevant email, social media and in the next edition of the newsletter where possible. | ||
+ | |||
+ | Minutes must be approved at the next AGM. Only in the event of significant changes being made should approved minutes also be broadcast as above, although they should always be updated to a ‘final’ document on the BCA website. | ||
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+ | |||
+ | //Formally adopted at the January 2020 Council Meeting. Last review: 11/01/20// |