We at TAS Cambridge should be holding our AGM in May. Obviously this can't happen. What are other Societies doing about AGM's and has anyone heard from the Charities Commission about the obligations of Societies which are charities?
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Our Constitution states the AGM is held annually, normally in July. We usually hold it on the first Wednesday in the month, similar to our meetings. This year, we are requesting proxy votes, mainly by email, a few by mail. A form is being created and all members can request written copies. I am hoping we receive the quorum of returns as per our Constitution i.e. 20%. Next year, we may change the Constitution to allow on line voting. It should may things easier
HI everyone. We changed our constitution last year to allow us to hold AGM's online. This was approved last year and it worked well this year. 85% of our members voted on the resolutions and election of committee members. We used Mailchimp and Survey Monkey to pull it off - and saved around £500 in postage costs at the same time.
Hi Tim. Has there been any progress on this, please?
Best wishes, and hoping that things might relax a little soon,
Pat
For those whose Constitution stipulates a month during which the AGM must be held, has the Government given any advice yet (understanding that many Companies will have much more on the line if they miss commitments for holding AGMs at a particular time.)? Can you say where such advice would be published, please?
Thanks very much.
Hi Sue, Yes, we are following this very keenly and will advise as and when we hear from the Charity Commission/Companies House - there is a lot of pressure on them to make changes now.
Does your Constitution say you have to give written notice of a new AGM date?
All best,
Florian
AGMs: Societies will need to refer to their constitution but if you are using one based on our pilot constitution it states that an AGM can be held at a date and time specified by the Committee. This can be anytime provided it's once a year.
If this is the case we recommend that the society postpones their AGM until later in the year. As this is much easier and more straight forward.
The Society will need to write/email their members informing them that the AGM has been postponed, either giving the new date if they have one or stating that a new date will be sent in due course.
If there were going to be committee changes to be voted in at the postponed AGM, these can still go ahead because the pilot constitution allows for committee members to be co-opted at any time during the year. What our Membership Director suggests is that the society informs their members of the committee changes and let them know they will be formally voted on when the AGM is eventually held.
When the AGM is re-arranged the society will need to refer to the rules outlined in their constitution when it comes to the timing of sending out paperwork etc.
For Societies that are charities the procedure is the same but charities have to submit an annual return to the Charities Commission.
If you need further guidance you are welcome to contact James Wilkins you can find our contact details here https://theartssociety.org/contact