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--- admin:agm_email [2023/03/01 12:37] – updated andy
+++ admin:agm_email [2025/05/26 12:22] (current) – andy
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-Dear Friends and/or 57 North Members
+**Announcement email**
-North Hacklab Ltd. will be holding our Annual General Meeting (AGM) at 20:00 on Tuesday the 4th April 2023 in the Hacklab's space in Suite H, Kettock Lodge, Innovation Park, Campus Two, Bridge of Don, Aberdeen AB22 8GU.
+Dear 57 North Members
+North Hacklab Ltd. will be holding our Annual General Meeting (AGM) at <insert date and time> in the Hacklab's space in Suite H, Kettock Lodge, Innovation Park, Campus Two, Bridge of Don, Aberdeen AB22 8GU.
 Much of the procedure for the AGM is laid out in the articles of association which can be obtained from Companies House.
-Our current membership count is 22, a quarter of 22 is 5.5 (rounded to 6) which is more than 5, so quorum for the meeting will require 5 members (see Article 44).
+Our current membership count is about <insert number> (TBC before the AGM) a quarter of <insert number> is <insert number> which is more than <insert number>, so quorum for the meeting will require <insert number> members (see Article 44).
+Our articles can be found at https://github.com/hackerdeen/articles and we've been discussing changes to them at https://github.com/hackerdeen/articles/issues
 The AGM is intended to be a check that we are sticking to our legal requirements rather than going through the day to day running of the space (issues about the day to day running would be better raised on the discuss mailing list).
-Agenda for the meeting:
+We are now accepting nominations for anyone who wishes to stand for election as a director for the next year. Nominations can be made by sending an email to 57north-announce at lists.57north.org.uk stating that you would like to stand (and some explanation of why) before the meeting or by indicating that you want to stand when we get to that part of the meeting. Please send it as soon as possible.
-  *  Election of meeting chair
-  *  Previous AGM minutes
-  *  Report on activities since last AGM
-  *  Treasurer's report
-  *  Notable discussion topic X
-  *  Notable discussion topic Y
-  *  Notable discussion topic Z
-  *  Election of directors
-  *  Any Other Competent Business
-We are now accepting nominations for anyone who wishes to stand for election as a director for the next year. Nominations can be made by sending an email to 57north-announce at lists.57north.co stating that you would like to stand (and some explanation of why) before the meeting or by indicating that you want to stand when we get to that part of the meeting. Please send it as soon as possible.
+The details of how the election of directors will be conducted will be up to whoever is elected to chair the meeting (Articles 48, 51 and 52) but will probably be something along the lines of: if we have less than 5 candidates more nominations will be sought until we get to 5 or more candidates. If we have exactly 5 candidates at the AGM then they will become the new board. If we have more than 5 candidates then we'll have an election to decide who gets to be a director.
-The details of how the election of directors will be conducted will be up to whoever is elected to chair the meeting (Articles 48, 51 and 52) but will probably be something along the lines of: if we have less than 5 candidates more nominations will be sought until we get to 5 or more candidates.  If we have exactly 5 candidates at the AGM then they will become the new board. If we have more than 5 candidates then we'll have an election to decide who gets to be a director - previously [2] we've done this with via opavote.org.
 If any member can't make the meeting there are a couple of things they can do to participate should they wish to.
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 Any issues you'd like to have raised at the meeting can be sent to 57north-discuss at lists.57north.org.uk or privately to any of the directors or to the directors collectively at 57north-ctte-private at lists.57north.org.uk (please make it clear you are sending something you want raised at the AGM) and we will see that it is brought up.
-A proxy can be appointed to vote on your behalf at the meeting (see Articles 47, 53 and 54). If you would like to appoint a proxy please send an email to 57north-ctte-private at lists.57north.co
+A proxy can be appointed to vote on your behalf at the meeting (see Articles 47, 53 and 54). If you would like to appoint a proxy please send an email to 57north-ctte-private at lists.57north.org.uk
 Email sent to the 57north-ctte-private address is redirected to all presently listed directors and is not archived by 57North Hacklab (but may be by the individual directors).
-The email (preferably PGP signed, with a key trusted by the directors to be yours) should contain:
+The email should contain:
-  *  Your name and address (as it appears in the register of members (hackhub))
+- Your name and address (as it appears in the register of members (hackhub))
-  *  Who you would like to appoint as a proxy
+- Who you would like to appoint as a proxy
-  *  That this is for the AGM on 16th April 2019
+- That this is for the AGM on <insert date>
-  *  If you have any specifications for how the proxy is to act on your behalf.
+- If you have any specifications for how the proxy is to act on your behalf.
 The proxy should bring the same details to the meeting on paper and signed by the member they are to act as a proxy for.
-Remote  participation in our meetings is allowed, if anyone who can't make it to the meeting would like to participate remotely, we can set up a conference call and/or video call for the meeting. Any members who would like to connect via one of these channels should let me know - it will not be set this up unless demand for it is communicated to me. If anyone has a different preference for how they would like to participate remotely, let me know and I'll see what can be done.
+Remote participation in our meetings is allowed, if anyone who can't make it to the meeting would like to participate remotely, we can set up a conference call and/or video call for the meeting. Any members who would like to connect via one of these channels should let me know - it will not be set this up unless demand for it is communicated to me. If anyone has a different preference for how they would like to participate remotely, let me know and I'll see what can be done.
+Sorry if you get this more than once.
+The 57N directors :)
+----
+**Agenda email**
+TBC
+Typical agenda...
+Agenda for the meeting:
+  *  Election of meeting chair
+  *  Previous AGM minutes
+  *  Report on activities since last AGM
+  *  Treasurer's report
+  *  Notable discussion topic X
+  *  Notable discussion topic Y
+  *  Notable discussion topic Z
+  *  Election of directors
+  *  Any Other Competent Business