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Home / Events / Annual General Meeting - online attendance
Home / Events / Annual General Meeting - online attendance

Annual General Meeting - online attendance

1st November, 17:00 - 19:00

To view all AGM documents, follow this link: AGM Documents

Informal notice sent to members on 24 September 2020

Given the deteriorating Covid situation we anticipate that there may be further changes to the current Covid meeting sizes regulations. Consequently, the meeting will be held online. If restrictions allow, the Flag Officers and those required to run the IT side of the meeting and those presenting motions may be present together in person.

As this AGM has both Elections and Motions to consider, the current situation poses some challenges regarding voting, as well as discussions.

Register: Members will need to register to vote which ensures that households with more than one voting member can attend online together and each vote (as with the recent Financial General Meeting). This ensures voting integrity can be maintained.

Voting itself will be undertaken using an electronic ballot system called Election Buddy. This sends an email from ESC and has instructions to assist in voting and returning the votes along with email confirmation that the vote has been received by the Club. The subject line will identify the action.

Voting for elections: An email will be sent from ESC prior to the meeting to vote on the candidates and a response deadline, which will enable the results to be announced during the AGM once any proxy votes have been added by the Trustees.

Voting on motions: motions on the Agenda and discussed during the meeting will be voted on using an ESC email to registered members during the meeting (as it was during the Financial General Meeting). Voting is likely to take place after all motions have been considered, toward the end of the meeting.

Amendments to motions: The Rules allow motions to be amended during a meeting and then voted on until the substantive motion is determined then voted on itself. However, in an electronic meeting there are substantial challenges to "live changes" which means GC is publishing the draft Agenda in this informal notice and requests members to propose any additional motions in the timeline set out in the Rules. If an amendment to a motion is proposed and seconded during the meeting, it may be discussed but not withdrawn and a vote is required then the Agenda item is likely to need to be deferred to a subsequent General Meeting.

Draft agenda:

  1. Minutes of the 2020 Financial General Meeting
  2. Reports of the Commodore and Flag Officers
  3. Motion: 2021 Subscription rates in accordance with Rule 16
  4. Results of Election of Flag Officers
  5. Results of election of General Committee members
  6. Debenture draw

Timeline:

Saturday October 3rd: Close of motions proposed by members (17.00 hours) (28 days prior to AGM)

Saturday October 10th: Last date for Formal notice of AGM (21 days prior to AGM)

Sunday October 25th:

i) Close of applications for Flag Officer and General Committee vacancies (by 0900hours)
ii) The list of candidates for the Flag Officer and General Committee vacancies to be posted on the Club website
iii) Close of application to register to attend and vote
iv) sending out of Proxy forms to applicants
v) Physical attendance confirmation sent out

Friday October 30th

i) Close for receipt of proxy forms by office (at 1700 hours)
ii) Electionbuddy voting emails for elections sent out to registered applicants

Sunday November 1st

i) AGM 17.00 hours
ii) Send out voting emails for motions to registered voting members

Comments:

Comments and feedback are welcome. Email or send to the office: secretary@emsworthsc.org.uk

Jane Scott

Commodore

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1 Nov 2020
HW 12:01 4.705m
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