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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. Best effort should be made to ensure this information reaches as many members as possible. This should ideally include direct email communication with those members with who we can communicate, as well as through use of the BCA website and/or social media platforms.

Midnight on Day of Council Meeting Preceding AGM: Deadline for receipt of nominations for Executive, Officer (Standing Committee Convenors) and Club/Individual Representative posts by Secretary, as well as any items or proposals to be raised at the AGM. This is a Constitutional requirement. The constitution makes no requirement for nominations or proposals to be seconded before being put to an AGM, although it will expedite the meeting and help support the case if a seconder is in place at the point of submitting the nomination /proposal, so it is recommended practice. Nominations and proposals may be submitted to the Secretary in any reasonable format providing they are legible. It is the responsibility of the person submitting to ensure it reaches the Secretary by the deadline. The Secretary should acknowledge all nominations and proposals upon receipt.

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.

At least 14 days before: Officers, Standing Committee Chairs, Working Group Convenors and all other appointees to send written reports to Secretary.

At least 1 week before: Secretary to publish online the reports document for the meeting, together with any other supporting documentation. It is recommended to once again email members and use appropriate social media to inform members that the reports are now available and to also serve as a meeting reminder.

Up to 8 weeks 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.

A template agenda for an AGM can be found here (TO BE ADDED).

The constitution is unclear on who can submit an agenda item or proposal for an AGM and who can second motions. Thus a liberal interpretation should be taken that any member (Group or Individual) or constituent body, or BCA Council can do this.

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.


Formally adopted at 2012 AGM. Last review: 11/06/12

  • general_meetings/agm.1579643283.txt.gz
  • Last modified: 2020/01/21 21:48
  • by matt