Buxton & District

AGM 2020

NOTICE OF THE ANNUAL GENERAL MEETING REPLACING THE MEETING OF 11 MAY 2020 POSTPONED DUE TO CORONAVIRUS

Dear Member

Coronavirus lock-down regulations prevent us meeting face-to-face. Our U3A is a charity and The Charity Commission has given permission for U3As to go outside their normal constitutional arrangements for holding an AGM. Your Committee decided at a meeting held on 8 June to use this permission. This was with the specific purpose of safeguarding the good governance of the organization, by causing the essential work of an AGM to go ahead. It should be viewed as exceptional. Our members use many different devices and software systems to receive and send emails. Formatting and some graphics may be lost in transmission. Apologies if that has occurred. To avoid such difficulties, we are SENDING OUT YOUR VOTING PAPER SEPARATELY AS A HARD COPY DOCUMENT. YOU WILL RECEIVE THIS NO LATER THAN 19TH JULY BY POST OR HAND DELIVERY.

1 HOW ARE WE GOING TO MANAGE THIS REPLACEMENT FOR A CONVENTIONAL AGM?

We will manage it by correspondence with a postal voting and proxy voting system. The main characteristics will be as follows:

i. All papers sent out for the postponed AGM are being sent to you again, modified where necessary to reflect the different presentation process.

ii. Those reports, which would normally be presented face-to-face at an AGM, and are necessary for informed voting, will take the form of written reports. You will be referred to the Buxton and District U3A website for one piece of documentation. It is not necessary to vote on this piece.

iii. You will receive details of resolutions and appointments on which voting is required.

iv. Voting will be by post/hand delivery or by email and there will be a Proxy voting option. In the case of the latter, you will be able to empower the Chair to vote on your behalf as she sees fit.

v. The number of completed Voting Papers received will represent the number of members participating in this AGM process.

vi. Members who have paid their subscriptions by 13th July will receive these AGM papers and be eligible to vote. A quorum will be deemed to be a minimum of 10% of those eligible returning their Voting Paper by the deadline.

vii. Those who have difficulties with the voting process will be invited to make contact with the Helpline. Details are given on the Voting Paper.

2 THE INFORMATION IN THIS DOCUMENT

Notice of the arrangements for the replacement of the postponed AGM.
Reference to Draft Minutes of the AGM held 8 April 2019.
Reference to Committee report of activities April 2019 to March 2020.
Accounts for 2019 and supporting notes.
Resolutions put forward by the Committee and supporting statements.
Resolution put forward by a member and supporting statement. A statement of the Committee’s position on the resolution is also included.
The date of the next AGM.

THE VOTING PAPER WILL BE SENT TO YOU BY POST OR HAND DELIVERY NO LATER THAN 19TH JULY

Yours sincerely

signature

8 July 2020

THIS NOTICE WILL BE SENT TO MEMBERS WITH THE SUPPORTING DOCUMENTATION REFERRED TO ABOVE