Drumchapel Housing Co-operative Ltd: Annual General Meeting (AGM) 2020
Our AGM will be held on Thursday 10 September 2020 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 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 28th August 2020 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
- Paul McBride
- Tiffany Harvey
- 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 Thursday 20th August 2020. As such, should you want to be nominated or to nominate, and need assistance to complete this process, please contact us by Monday 17th August 2020. Extra nomination forms are available – please simply contact us to request.
The results of the Election will be announced at the AGM.
We are also holding a Special General Meeting (SGM) on Thursday 10th September 2020 immediately after the AGM at which it is hoped that a resolution to adopt the new Model Rules will be carried by three-fourths of the votes given thereon.
The proposed resolution at the SGM is as follows: "THAT the draft Rules in the form produced to the meeting, conditional on confirmation of approval by the Scottish Housing Regulator, be adopted as the Rules of the Association in substitution for, and to the exclusion of, the existing Rules of the Association, to take effect on the date of registration with the Financial Conduct Authority".
The SGM will be held in the same format and the access details will be the same as those for the AGM. A separate pack will be issued with the information that is required for the meeting. The proxy form will be included in your pack as explained above should you be unable to attend and still wish to vote. The result of the vote will be announced at the SGM.
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.
These arrangements are exceptional and will apply only in 2020. They take account of the terms of emergency legislation that was passed at the end of June, even although our Rules do not currently provide for virtual AGMs. We may offer the option of attending remotely in future years, but this will be in addition to holding the AGM in a venue that members are able to attend in person.
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 both AGM/SGM, 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 or the new Model Rules, please contact me using the following contact details:
- By Post: Drumchapel Housing Co-operative Ltd, 4 Kinclaven Avenue, Drumchapel, Glasgow G15 7SP
- By E-mail: Enquiries@drumchapelhc.org.uk