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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.

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. The 2011 Agenda is available as an example of current practice.

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 annual appointees from each Committee)
  • Working Party Convenors
  • Council appointees whose work does not come under a Standing-Committee or Working-Party heading
  • 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 this year, together with any particular successes or difficulties that have been encountered. They should also give an indication of work planned for the coming 12 months. It is important to remember that reports are written for the general membership rather than Council Members and, therefore, need to assume a less in-depth knowledge of BCA's workings. They should also cover the whole of the previous year, rather than simply the period since the last Council meeting.

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.

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.


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  • Last modified: 2020/01/13 16:43
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