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general_meetings:agm [2020/01/21 21:46] – [AGMs] matt | general_meetings:agm [2020/01/21 21:59] – [Voting Procedures] matt | ||
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===== 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 writing the 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 | + | Voting |
+ | |||
+ | **The following items of business will require voting:** | ||
+ | |||
+ | - Appointment of Honorary | ||
+ | - 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 present and eligible to vote, or ≥10 individuals, | ||
+ | |||
+ | 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 Chair shall make the final decision, and the idea is that common sense should prevail here. The default position, in the event of indecision or dispute should be to consider the item a ‘motion’ and process accordingly. | ||
+ | |||
+ | 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. | ||
- | Individual Vote: All current individual members, including honorary members, are entitled | + | It is very desirable for contested Council positions |
- | Group Vote: Each group member | + | The quorum for a General Meeting |
- | The quorum | + | 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 |
- | Any motion NOT affecting | + | For the purposes |
===== Meeting Minutes ===== | ===== Meeting Minutes ===== |