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AGM

Avatar Drew McFarlane
For obvious reasons it will be difficult for most members to attend the AGM.

I ask.

Will all members receive the agenda for the AGM before the meeting or will it be published for all of us to see?

Assuming that the agenda will be published or sent to the members prior to the meeting, will the members not attending have an online vote?

Likewise will the full accounts be sent to all members prior to the meeting i.e. income and expenditure in detail?

As a group with over 100 members I believe that we should be bettered informed as to the running of the Group.

Will a representative from each group be in attendance?

Thanking you in anticipation.


I shall be attending from Bridport and will offer a lift to 3 people en route.

Re: AGM

Avatar Mick Burrell
Hi Drew

You will be aware that under certain circumstances our constitution allows us to have a virtual AGM for two years but on the third year (this year) we must hold a physical meeting.

All members received the agenda in last weekend's bulletin.

There is no provision for an online vote. The point of a physical AGM is that decisions are made there and then by the members present.

The treasurer will give a report to the meeting as is required by our constitution (you will no doubt have seen it as one item on the agenda) and a synopsis of the meeting will be included in a future bulletin. Our treasurer will hand out copies of the audited accounts at the meeting and, as always, I expect details can be sent to members on request.

Could I ask how you would like to be better informed and what about? The name and email address of almost all committee members is on every bulletin and of course at meetings which I know you attend, there is always the area organiser who is on the committee as well as two or three more committee members so you could always ask anything you want to know.

It is likely that all area organisers will attend the AGM and probable that the rest of the committee will be there too. Individual members will make their own decision.

I hope that helps but please feel free to contact me if there's anything else you want to know before the meeting.

Re: AGM

Avatar Drew McFarlane
Hi Mick,

In answer to your question:

I have never seen a copy of the Constitution, where can I find one please?

As I have already stated it is impossible to expect all members to attend, To start with, the venue is not large enough. What would happen if 60 or more members turned up? we would be out on the street.

Agenda:

What agenda? Chairman’s Report - Treasurer’s Report - Visitor Fees - Election of Officers. Where are the, to say the least: Apologies for Absence - Minutes of the Last AGM - Matters Arising - Propositions - AOB - Etc?

There is no provision for the membership to ask questions or to put forward a proposition or whatever. However I do believe that any proposition should be in the hands of the secretary at least four weeks prior to the meeting and included in an agenda which should be sent to all members at least two weeks in advance.

As the Group only have an AGM every three years, this is the only opportunity the members will have to voice an opinion on “How the Club is run and ask questions.” I ask “Why deny them to do so”? Would it be permissible for a member to send a question by e-mail or letter? If so. would it be discussed?

Maybe I am old fashioned, I have always understood that an AGM was entirely for the members to have their say in the running of their organisation. We the members elect a Committee to act on our behalf, it is the duty of that Committee to report back to us what they have achieved. E.G. The group leader of each venue would be expected to give a report.

Treasurer’s Report:

Why restrict it to those at the meeting? I am sure that all our members would like to see how our money is being spent. There would be no cost in sending it to all members.

I have a thousand and one questions to ask, will I be allowed to ask them on the evening? Where on the present Agenda?

Re: AGM

Avatar Drew McFarlane
A sincere thank you to Mick who has taken the time to telephone me and answer ALL my questions, and may I add many more.

Thank You.

Re: AGM

Avatar Drew McFarlane
Since my last reply I have been contacted by 3 members asking for the reply given to me by Mick.

I think it would be appropriate for Mick to reply himself, I don't want to misquote him.

Over to you Mick.

Re: AGM

Avatar Mick Burrell
I phoned Drew to avoid long (and very slow) typing. However, I see I need to reply on here anyway! I'll try to answer his points one by one.

What would happen if 60 or more members turned up? we would be out on the street.

From experience, I would be amazed - very pleased - but amazed if we had 60 members turn up. It's not worth hiring a large venue "just in case". We'd meet upstairs and have standing room only.

What agenda? Chairman's Report - Treasurer's Report - Visitor Fees - Election of Officers. Where are the, to say the least: Apologies for Absence - Minutes of the Last AGM - Matters Arising - Propositions - AOB - Etc?

If we receive any apologies for absence these will be read out but there are usually so few, we don't allocate them their own agenda item. As the last AGM was a virtual meeting, the Chairman's and Treasurer's report were sent electronically to all members and as such there are no other minutes and hence no matters arising. I pointed out to Drew that as members must be made aware in advance of items to be discussed at an AGM, you cannot have propositions and AOB on the night. His next paragraph suggests we should do what we in fact do - hence, I asked for committee nominations by 16th August but received none.

The group leader of each venue would be expected to give a report.

Each group leader sends a report to me - they are the bulk of the Chairman's report.

The treasurer will make a report to the meeting and hand out a breakdown of our income and expenditure. In the minutes which will be sent like a weekly bulletin soon after the AGM, the treasurer will add that any member who was not able to attend the AGM but would like a copy of the audited accounts only has to request it from him.

I hope that answers the queries asked of Drew, but if not, please ask.
 
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