Difference between revisions of "AGM Email"

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This is an example of an AGM Email. See the [[AGM Process]] page for more info.
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Dear all
 
Dear all
  
57 North Hacklab Ltd. will be holding our Annual General Meeting (AGM)
+
57 North Hacklab Ltd. will be holding our Annual General Meeting (AGM) at 19:30 on Tuesday the 16th of April 2019 in the Hacklab's social room, Lower Floors, 26 North Silver Street, Aberdeen. AB10 1RL.
at 19:30 on Tuesday the 16th of April 2019 in the Hacklab's social
 
room, Lower Floors, 26 North Silver Street, Aberdeen. AB10 1RL.
 
  
Much of the procedure for the AGM is laid out in the articles of
+
Much of the procedure for the AGM is laid out in the articles of association which can be obtained from Companies House.
association which can be obtained from Companies House.
 
  
Our current membership count is 22, a quarter of 22 is 5.5 (rounded to
+
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).
6) which is more than 5, so quorum for the meeting will require 5
 
members (see Article 44).
 
  
The AGM is intended to be a check that we are sticking to our legal
+
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).
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:
 
Agenda for the meeting:
Line 28: Line 26:
 
* Any Other Competent Business
 
* Any Other Competent Business
  
We are now accepting nominations for anyone who wishes to stand for
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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
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.
 
part of the meeting. Please send it as soon as possible.
  
The details of how the election of directors will be conducted will be
+
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.
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.
 
  
Any issues you'd like to have raised at the meeting can be sent to
+
If any member can't make the meeting there are a couple of things they can do to participate should they wish to.
57north-discuss at lists.57north.co or privately to any of the
 
directors or to the directors collectively at 57north-ctte-private at
 
lists.57north.co (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
+
Any issues you'd like to have raised at the meeting can be sent to 57north-discuss at lists.57north.co or privately to any of the directors or to the directors collectively at 57north-ctte-private at lists.57north.co (please make it clear you are sending something you want raised at the AGM) and we will see that it is brought up.
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
 
  
Email sent to the 57north-ctte-private address is redirected to all
+
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
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
+
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).
to be yours) should contain:
 
  
- Your name and address (as it appears in the register of members
+
The email (preferably PGP signed, with a key trusted by the directors to be yours) should contain:
  (hackhub))
+
* Your name and address (as it appears in the register of members (hackhub))
 +
* Who you would like to appoint as a proxy
 +
* That this is for the AGM on 16th April 2019
 +
* If you have any specifications for how the proxy is to act on your behalf.
  
- Who you would like to appoint as a proxy
+
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.
  
- That this is for the AGM on 16th April 2019
+
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 Skype 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.
  
- 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
+
[[Category:Bureaucracy]]
make it to the meeting would like to participate remotely, we can set
 
up a conference call and/or Skype 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.
 

Latest revision as of 12:06, 13 May 2019

This is an example of an AGM Email. See the AGM Process page for more info.




Dear all

57 North Hacklab Ltd. will be holding our Annual General Meeting (AGM) at 19:30 on Tuesday the 16th of April 2019 in the Hacklab's social room, Lower Floors, 26 North Silver Street, Aberdeen. AB10 1RL.

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).

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:

  • 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 - 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.

Any issues you'd like to have raised at the meeting can be sent to 57north-discuss at lists.57north.co or privately to any of the directors or to the directors collectively at 57north-ctte-private at lists.57north.co (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

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:

  • Your name and address (as it appears in the register of members (hackhub))
  • Who you would like to appoint as a proxy
  • That this is for the AGM on 16th April 2019
  • 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 Skype 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.