This year's AGM will be online
As we announced last month, we have taken the decision that we would not be able to hold, as planned, an in-person AGM in October without putting the safety of members, venue staff and the public at risk. In order to comply with our Memorandum and Articles of Association (M&A), the next Institute AGM has to be held by 13th January 2021, and given the uncertainty about the future of the Coronavirus in the UK, particularly during the winter flu season, we don't feel confident that we could safely hold an in-person event within this time-frame.
As a result the Institute's 2020 AGM will be a digital meeting held on Sunday 27th September. To ensure that the process is as user friendly and robust as possible, we have asked Civica Election Services (formerly Electoral Reform Services) to manage the AGM voting for us. Civica work with over 75% of the UK's local authorities, providing electoral registration services and helping them to administer local and general elections. They also work extensively with membership organisations, corporates, building societies and mutuals, NHS bodies and trade unions.
How it will work:
- At the start of September Civica will send each member an email with a secure personal link to the AGM site. This will include all relevant documents to support the agenda, as well as an electronic proxy voting form for those members who wish to vote in this way. There will also be a link to the live stream of the event on the 27th.
- A few days before the AGM the proxy vote will close to enable Civica to process the proxy votes.
- On the day of the AGM members will be able to join a Zoom session with Council, where the AGM agenda will be followed exactly as it would at an in-person event. As with an in-person event attendees will be able to ask questions as appropriate.
- Alongside this Civica will host a live voting site, which will allow members to cast their votes remotely during the meeting.
- Shortly after the end of the meeting Civica will release details of the voting results.
'How to' videos and guides will be available to everyone for those who would like extra support through the process.
Whilst this will offer a slightly different experience to an in-person meeting, we are confident that it offers the best possible solution for the Institute, and by working with a market leading provider in Civica we are ensuring a secure and robust voting process. Enabling members to access the AGM without travel costs and with a minimal time commitment may also enable some members to attend and engage with the meeting who have not been able to previously.
We would also like to extend our thanks to previous Councils who had the foresight to amend our M&A some years ago to allow for virtual meetings.
If anyone has any questions regarding the virtual AGM process please contact AGM@nimh.org.uk