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AGM 2020 - update

Members Only

Matters arising from the 2019 AGM

As part of the documentation for the 2020 AGM, all available on the CES platform that is linked in the email you have received as below, Council have included an update on matters arising from the 2019 AGM. This update covers the work that has been done on introducing Directors emoluments as per Special Resolution 1 from last year, updating members on progress to date and what Council's next steps are.

We are highlighting this update about our work on introducing emoluments for Council members because much of the information it contains relates directly to the content of the two special resolutions that have been submitted to the AGM this year. Shortly after receiving this year's proposals, we also updated the proposer and seconder on our work, just in case they felt that this new information might impact on their decision to continue with their submissions. They have responded indicating that they still wish these special resolutions to be presented to the membership at the AGM.

If you have any questions on this update please do get in touch via so that answers can be shared with all members before the AGM.

REMINDER - Who is running the AGM

Civica Election Services (CES) are administering our online AGM for us. As this is the first time we have held our AGM online, we believe it is important to work with people who are experienced in this area to ensure that the whole event runs smoothly.

CES are the UK’s leading provider of election services, with over 100 years' experience of administering elections, ballots and consultation processes. Every year, they support hundreds of organisations with their voting projects, including helping to administer local and general elections.

What this means for you

  • You have received an email from Civica via the email address, which will give you access to the AGM  platform and the voting platform, as well as all of the AGM documents (including the Notice of the AGM). A reminder email has been sent today if you haven't already voted by proxy.
  • This will be followed up by another email closer to the AGM itself on Sunday 27th September
  • CES will be put forward as the scrutineers for the vote during the AGM as they will be the only ones with access to the voting results.

If you have not received an email please check your spam/junk folders, and if you have still not received the email please let us know via

AGM Papers

All the papers for the AGM are available via the CES platform that you can access via your secure link as above.

REMINDER - How to vote

There are two ways in which you will be able to vote:

  1. In advance via the proxy ballot - the proxy ballot opened on Friday 4th September, and allows you to cast your vote in advance if you are unable to attend the online meeting. The default way of doing this will be by completing the voting form in the way that you wish and instructing the Chair of the meeting to vote this way on your behalf. This vote will not actually go to the Chair to submit, but will go straight to CES to be counted.You will also be able to ask a fellow Member to vote on your behalf. This will then mean that the Member you select will be emailed a PDF form by CES to complete on your behalf and email back to CES.
  2. During the AGM - the live ballot will open an hour before the AGM (13:00) and close an hour after (c17:00).

Votes will all be cast on the CES platform, where you will select the way you wish to vote on each item of business (Ordinary Business and Special Resolutions). You will then be shown how you have chosen to vote before confirming and submitting your vote.

Once CES have counted and verified the votes, we will then receive the results.

REMINDER - Attending the AGM and asking questions

The AGM meeting itself will take place on Zoom at 2:00 pm on Sunday 27th September.

To attend you will need to:


  • Have Zoom downloaded on your device
  • Click the meeting invitation that will be sent to you around the 20th September

With the number of members we have, managing questions and comments digitally will be more challenging than in a large meeting room, so we are therefore asking that, wherever possible, members ask questions regarding any of the documents for the AGM in advance. This can be done via, marking the subject line for the attention of the relevant individual if necessary.

We will publish these questions, and any answers, to members in advance of the meeting, meaning that all members have access to the extra information. Where a question needs more discussion in the meeting itself it will also enable us manage the questions more effectively, and to bring in the appropriate member to ask it at the right time.

Please note - the AGM will be recorded to assist with minute taking, however the recording will not be published.

REMINDER - The results

We are anticipating receiving the results from CES later on Sunday 27th September.

These will take the form of a PDF results sheet, which will then immediately be sent to all Members.