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The Constitution requires that the Annual General Meeting (AGM) be held annually in June (or as soon as reasonable thereafter).

At least 18 weeks before: Secretary to publish time, date and place of meeting. This is a Constitutional requirement. Current practice involves posting a card to all members except CIMs including time, date and place, as well as a request for nominations and agenda items together with the deadline date.

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.

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.

Two weeks before: Officers, Working-Group Chairmen etc to forward written reports to Secretary.

At least 7 days before: Secretary to publish online the Reports document for the meeting, together with any other supporting documentation.

1 month after: Secretary to publish Draft Minutes online following the process below.

Anyone may attend the AGM, although the Chairman has the right to exclude anyone if the meeting so decides.

Voting is split into two Houses: Individual Members and Group Members.

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. 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.


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  • Last modified: 2020/01/13 16:43
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