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Dear Member

Drumchapel Housing Co-operative Ltd: Annual General Meeting (AGM) 2021

Our AGM will be held on Wednesday 25 August 2021 at 6pm. I am writing to you now to explain the arrangements that we are making for the meeting this year as a result of the continuing Coronavirus emergency.

We know that restrictions are being eased but public health advice continues to emphasise the need for caution and the importance of ensuring strict hygiene measures. Large public gatherings are not permitted, and the government advice continues to encourage that gatherings take place outside (unless involving friends and family as permitted in the current rules).

We want to ensure that everyone stays safe. Consequently, we have decided that, for this year only, our AGM will not be held in a venue that members will be able to attend. Instead, we will hold our AGM virtually, using the ZOOM platform. If you want to attend the meeting remotely, you will be provided with the access details nearer the time.

To attend you will have to be able to access Zoom from a computer, tablet, smart phone or laptop. You will therefore, have to let us know in advance if you intend to join the meeting. Please complete and return the form titled “Notification of intention to attend virtual AGM” by close of business on Friday 20th August 2021 to allow us to send you the access details. 

If you are unable to attend the virtual AGM, the option to submit your apologies or to complete a proxy form for someone to vote on your behalf will still be available to you. The form for you to do this will also be included in the AGM pack. The following Board members have volunteered to act as proxy representatives and can therefore be used for this purpose.

  • Helen Eakin
  • Elspeth Kerr
  • Josephine Barnshaw
  • David O'Hara
  • Andrew Loen

If, however you wish to appoint your own representative e.g. your neighbour then please complete the aforementioned proxy form with their details which will be included in the AGM pack.

The agenda for the AGM will be limited to the business that has to be conducted. Nominations for vacancies on the Management Board will be invited in the normal way and, if there is to be an election, this will be conducted by post. Only members are eligible to nominate another member or stand for election.  A member cannot nominate himself/herself for election to the Board. Nominations must be in writing using the nomination form which is attached and must be signed and completed fully. However, given the current coronavirus restrictions we recognise that this process is not as simple this year.  If you wish to be nominated for election please let us know and we will contact you to discuss the best way for us to assist you with the completion of the nomination form and its return to the Co-operative.  If you wish to nominate another member, please complete Part A of the attached nomination form and return to us and we will follow up with the nominated member to arrange completion of the form. In accordance with our Rules, completed Nominations must be returned by close of business on Wednesday 4th August 2021.  As such, should you want to be nominated or to nominate, and need assistance to complete this process, please contact us by Thursday 29th July 2021. Extra nomination forms are available – please simply contact us to request.

The results of the Election will be announced at the AGM.

Whilst you will be able to virtually attend and watch the proceedings, unfortunately it will not be possible for you to take part. If you have any questions that you want to put to us, you will be able to send them in advance and we will ensure that you receive a reply, whether you attend the meeting or not.

I am sorry that we will not have the opportunity to meet members this year and that, although you will be able to attend remotely, you will not be able to participate in the AGM. I hope that you understand that we have decided to proceed in this way in order to safeguard public health and contribute to reducing the risk of community transmission of the virus.

The Chairpersons report will be sent to you as usual, as will the annual accounts and we will post a report from both meetings and announce the results of the elections on our website immediately afterwards.

Further information including the agenda and papers for the AGM and proxy/postal vote procedures will be issued at least 14 days prior to AGM. If you have any questions about the Chairperson’s report or the accounts, please contact us using the following contact details:

Yours sincerely


Josephine Barnshaw
Secretary

Notes to Completion of Nomination Form

To be completed by a member nominating a prospective Board Member.

This form should then be given to the Member nominated so that they may agree to accept it and complete Form B attached.

In accordance with Rules 37-38, the Member nominated must sign an "Eligibility Statement" confirming he or she qualifies as a Management Board Member.

If you require assistance or further information telephone 0141-944-4902 and a member of staff will assist you.

Eligibility Statement

The Eligibility Statement is in accordance with the Model Rules and sets out the eligibility for appointment as a Board Member.  Please read carefully prior to completing this form.

Nomination Form


Notes to Completion of Nomination Acceptance

The Member who is being nominated, that is, who is seeking to join the Management Board, should complete all the above information and hand it in together with Form “A” completed by the member nominating him or her to the Co-operative’s Registered Office at 4 Kinclaven Avenue, Glasgow G15 7SP, telephone no: 0141 944-4902.

In accordance with Rules 37-38, you must sign an "Eligibility Statement" confirming you qualify as a Management Board Member.

If you require assistance or further information, please telephone the number listed.

Eligibility Statement

The Eligibility Statement is in accordance with the Model Rules and sets out the eligibility for appointment as a Board Member.  Please read carefully prior to completing this form.

Nomination Acceptance Form


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