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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) from the previous year as well as any new members in the current year. The card includes time, date and place, as well as a request for nominations and agenda items together with the deadline date. An example is available here.

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 writing the 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. It should be noted that this does not automatically change the Constitution, but rather allows a full ballot of ALL members. Notes on conducting such a ballot are here.

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, records of votes for and votes against.
  • a means of indicating actions to be taken outside of the meeting, such as an “Action Log”.

Minutes and other papers should be distributed as soon as practical after meetings. In the interests of effective communication, it is considered good practice to distribute Draft Minutes, before they are accepted by the next meeting, rather than waiting a full year for fully Approved Minutes. Before publication, the Draft Minutes should be agreed by each of BCA Executive. However, in the event that this is not possible within one month of the meeting, the Secretary should ask another Council Member, or Members, to check them before publishing.

On publishing Draft Minutes the Secretary should send them to:

  • 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.

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  • Last modified: 2020/01/13 16:43
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