OBKA Annual General Meeting
March 17 @ 19:30 - 21:00
Notification of the 2021 AGM
Our AGM will take place on Wednesday 17th March 2021, starting at 7.00 pm. The meeting will be held by Zoom and an agenda and all reports will be distributed to members by Wednesday 3rd March 2021. The AGM will receive reports and vote on proposals to change our constitution and any other resolutions that are received by Monday 15th February 2021. In addition, we will elect new Trustees and a President. Nominations for these posts require a proposer and a seconder and the closing date is Wednesday 24th February.
In preparation for the meeting please read the following instructions:
i. Our AGM will be held under a legal waiver issued by the Charity Commission that allows charities to hold AGMs and similar meetings online rather than face to face.
ii. The quorum for our AGM is ten members. If we are not quorate at the start of the meeting, we will cancel the AGM and try to run a quorate AGM at a later date.
iii. Our constitution requires us to have a minimum of three trustees, up to a maximum of twelve. We currently have five. At least one trustee has indicated a wish to step down. We really need two or three people to put themselves forward for election as trustee this year. Advice was given in the January newsletter.
iv. We have three nominations for the post of President but are happy to receive more. If you would like to nominate someone for the post of President, please refer to our January newsletter.
v. We ask that you read the reports from officers before the AGM. Each officer will give a short presentation bringing out the salient points in their report. Members will have an opportunity to ask questions after each presentation.
vi. Questions will be taken using the comment box in Zoom. You may, if you wish, request to address the meeting and present your question orally.
vii. Voting will use Google Forms and will take place during the meeting. Our constitution requires you to be present at the AGM if you wish to vote. There will be votes as follows:
This is a simple For/Against vote for each nominated person. A person is elected as a trustee if they get a majority of the votes cast.
As there are more than two candidates, election of the President will use the Alternative Vote system. You will be required to rank the candidates in order of preference. If you choose to vote, you must rank all candidates. After the first round of voting, the candidate with the least number of first preference votes is eliminated and second preference votes are distributed to the remaining candidates. This process continues until one candidate has a majority. In the event of a tie, the meeting chair has the casting vote.
To be adopted, a resolution requires a two thirds majority of the members present at the AGM.
Changes to the constitution
To be adopted, a change to our constitution requires a two thirds majority of the members present at the AGM.
viii. To use the online voting system effectively at the same time as Zoom, you need either a second computer screen or a smart phone (iPhone, Android) that is connected to the internet. The minimum requirement is that you can see your email inbox and open and send an email.
ix. At the start of the meeting you will be asked to confirm your name. We will check that you are a registered member and issue you with a voting code. To ensure the integrity of the vote, you will be required to verify both your email and the voting code as you vote.
x. We will arrange one or two practice sessions a few days before the AGM so that everyone understands how the voting system works.
If you have any questions about this process, please contact the Secretary.