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Front Page
Editors Ramblings
AGC 2003
Focus On
Running an AGM
Behind the Lines
The Truth, The Whole Truth and Nothing but…………. Statistics!
Steven Norris Meeting
Pillion Footrests
Local Transport Plans
EC Driving Licence Directive
Jersey and Trikes
NEWS From
FEMA The Voice of European Motorcyclists
Quick History
Automatic Headlight On (AHO)
Helmets
Exhausts
EU Transport Policy for 2010 European Parliament supports motorcyclists
New FEMA Member in
Switzerland
Intelligent Transport Systems
Third Road Safety Action Plan
National Riders’
Rights Organisations (RROs) affiliated to FEMA
Odds and Sods
Welcome to New Reps
Website of the Month
Public Liability Insurance
Stolen Bike
MAG Events
Previous Issues
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FOCUS ON RUNNING AN AGM
This article aims to assist Reps in organising Annual General Meetings.
It will be particularly useful for new Reps who have not organised an AGM before.
It includes:
· Questions and answers on organising AGMS
· Guidance to help you to improve attendance at meetings
· Suggested election procedures
· Samples of paperwork that you can adapt for use in your group
QUESTIONS AND ANSWERS
WHY HOLD AN AGM?
· To ensure that the branch is organised and administered effectively
· To keep members informed of the work of the branch
· To give members a voice in running the branch
· To enable elections to take place
WHEN SHOULD THE AGM BE HELD?
· Annually, and not more than fifteen months since the previous AGM
HOW SHOULD THE MEETING BE PUBLICISED?
·
Regional AGMS should be notified to the National Committee not less than 28 days in advance of the meeting. All members should receive adequate written notice of the meeting at least 14 days before
the Regional AGM - Regional reps can get their membership database from MAG Central.
· All members should receive an agenda and other relevant paperwork in advance of the meeting
· Local Group
AGMs should be publicised in Streetbiker at least 14 days before the event. It is essential to ensure that this information reaches Streetbiker in good time before the AGM.
· Notice boards should be used to display inviting posters
· Group members should be urged to speak to members who do not attend regular meetings and encourage them to attend
WHO SHOULD BE INVOLVED IN THE AGM?
· All members should be invited to submit motions. There should be a reasonable deadline for this so that any motions received can be circulated before the meeting
and time allowed for members to submit amendments to them
· All members should be entitled to nominate and be nominated for officer positions (excepting the position of Regional Rep which requires
that a member have held membership for at least one year)
· All members should be entitled to attend, speak and vote at the meeting
WHAT SHOULD THE MEETING BE LIKE?
· Although there will be
formal business, such as elections, to deal with, the meeting should be as relaxed and friendly as possible. The atmosphere should not be aggressive or overly procedural
· Members should be encouraged to take an active part in discussion
· Any procedures and deadlines set out in the branch rules and standing orders should be adhered to
WHAT SHOULD BE ON THE AGENDA?
· Minutes of the last AGM
· An annual report of branch activities (this should include a summary of outcomes from the previous year's branch development
plan). This report is generally given by the Rep.
· Audited accounts for the previous year (An audit of the accounts can be carried out by another member chosen by the attendees at the AGM)
· Elections of branch officers
· Any motions which members wish to debate
· Many branches include other items such as an action plan for the year ahead
· Any Other Business
· Set a date for the next AGM
WHAT SHOULD BE COVERED IN STANDING ORDERS?
Standing orders govern the conduct of meetings and help them to run smoothly. They do this by minimising potential areas
of argument about procedures. They should be clear and concise and must not be used to exclude or patronise those with less experience. They should include:
· Arrangements for chairing meetings
· Deadlines for submitting motions, amendments to motions and nominations
· There should be provision for emergency motions to be submitted at the meeting
· Procedures for voting
· Restrictions on length of speeches
· Arrangements for raising questions or points of order
WHAT DO WE NEED TO DO AFTER THE MEETING
· In the case of Regional AGMs, the NC Observer will
report to the National Committee on the outcome of the meetings and notify the NC and MAG Central of any change to the Regional Rep. In the case of a local AGM, the Regional Rep should inform MAG
Central of any change to the local Rep.
· In the case of Regional AGMs the NC Observer should pass on the copy of the Regional Accounts to MAG's Finance Director
WHAT ELSE CAN WE DO TO ENCOURAGE MEMBERS TO ATTEND?
· Provide refreshments before the meeting and/or a social afterwards
· Invite a speaker on a topic of interest
· Build agendas around members' concerns and interests
· Include agenda items on campaigning issues
· Ensure full disabled access to the meeting
· Hold the meeting in pleasant surroundings
· Ensure the venue is easily accessible. Include a map with the paperwork sent to members
· Ensure the venue is not off-putting to members, for example some members may not feel comfortable
meeting in a pub or in a smoky atmosphere.
· Find out what time and venue is most convenient for members.
ELECTIONS
Procedures for elections must be fair and open and should be specified
in the model rules for local groups. This will avoid conflict or allegations of "rigging". Your Regional Rep will be able to assist.
Regional and Group Officers
Regional and
group officers are elected by a ballot or show of hands at the AGM. You can encourage people to come forward as officers by:
· allowing members to play a support role to existing officers as a stepping stone
· enabling two people to job share
· ensuring plenty of training, information and support is available
It is advisable to try and fill certain standard positions such as below:
· Rep
· Secretary
· Treasurer
· Political Officer
In addition many branches choose to have other officers
to assist with the work of the branch such as Membership Secretary, Dealer Liaison Officer, Clubs Officer or Events Officer. It is also useful to elect at least one Deputy Rep so that if the chairperson
is unable to attend a meeting there is always a substitute available to take on this role. It is up to the branch to decide what additional officer roles it would be useful to have.
There should
be a requirement that any nominations are supported by at least two other members of the branch. You may wish to give candidates an opportunity to provide a written or verbal election address. This will
help members to know who they are voting for. It is important that such procedures are fair and equitable. They should not make candidates feel they will be judged on their skills at writing or speech
making. For example if a written address is to be sought you should specify the maximum number of words candidates must use and apply this to all candidates.
SAMPLE OF LETTER TO MEMBERS
1 Any Street
Someplace
Nr This Town
Whereshire
AB1 2CD
Tel: 01234 567890
31 January 2003
Dear MAG member.
LOCAL ANNUAL GENERAL MEETING - TUESDAY 18 FEBRUARY 2003
You are invited to the.................................................... MAG Group Annual General
Meeting on Tuesday 18 February 2003
at 4.30p.m. at ....................................................... (see enclosed map).
An agenda is enclosed together with a form for nomination of branch officers and a form for
submitting
motions. Completed forms should be returned to me at the above address by Tuesday 7 February 2003.
The AGM will be an interesting and enjoyable get together. As well as dealing with elections it
will be an opportunity to find out more about what the group has been doing over the last year and to make plans for the coming year. There will also be plenty of time to discuss issues which concern you.
There will be a national MAG speaker to discuss current campaigns and this will be a useful
opportunity to find out how matters are progressing. It will also give you a chance to have
your say and what you think should happen next.
After the meeting there will be a social event. All members are invited to this.
The branch is keen that all members should be able to
attend the AGM. If you would like further information, including details of disabled access please contact me at the above telephone number.
I look forward to seeing you on 18 February.
Best wishes,
John Smith
This Town MAG Group Rep
SAMPLE OF AGENDA FOR AGM
This Town MAG Group
ANNUAL GENERAL MEETING
Tuesday 18 February 2003 - 12.30p.m.
Side Hall, Some Public House. This Town, AB2 3CD
AGENDA
All MAG members very welcome
· Welcome by chair and introduction of group officers and the Observer
· Apologies
· Minutes of previous AGM and matters arising
· Annual Reports from officers
- Achievements
- Campaigns still ongoing
- Summary of outcomes from previous year's group development plan
· Financial report
- Audited accounts for previous year
- Appointment of auditors
· Election or confirmation of election of branch officers
Rep
Secretary
Treasurer
Political Officer
· Talk by guest speaker
· Discussion on branch development, recruitment, organisation, administration
· Motions
· Amendments to branch rules
· Objectives and branch development plan date for coming year
· Any other business
· Date of Next AGM
THERE WILL BE A BUFFET AND REFRESHMENTS AVAILABLE AT THE CLOSE OF THE MEETING.
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