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Annual General Meeting 2010 - Overview
Dear NAEPP member
It was agreed by the Executive meeting in February, following consultation with the wider membership about the NAEPP Conference, to hold our Annual General Meeting by using the website and email (meeting "at a distance") rather than taking up valuable conference time.
This has the added advantage that everyone can participate, regardless of whether they are able to attend the Conference. Using this approach, the business can be transacted over a longer period of time than a physical meeting (though without being unduly protacted we hope). Nevertheless, this is the first time we have used these procedures so we hope you will bear with us if there prove to be teething troubles.
Format and procedure
The salient aspects of the process are as follows:
- The overall start of the AGM is when the first papers are distritbuted.
- Each item of business will be allocated a fixed period of time, typically a week, during which it can be discussed and voted on if necessary.
- More than one item of businiess can be transacted at the same time.
- The AGM is scheduled to finish by Friday, 21st May 2010, or when the last business has been transacted if earlier.
- Items of business will be posted in the AGM 2010 Forum - there may also be explanatory emails or newsletters.
- Discussion of each item will be via comments on the post.
- As Notifications are currently set to "daily" for the whole site, you will effectively get a daily update on how the AGM is progressing - though you are of course welcome to monitor what is happening by viewing the forums at any time.
- Any voting will be via emails sent to democracy@naepp.org.uk
- There is one vote per paid-up membership (eg a local authority). Associate Members cannot vote. More details can be found in the Constitution at http://www.naepp.org.uk/constitution
Key Business to be Transacted
Curently there are three items of business to be transacted. (As indicated above these may not come in this order and may also be dealt with simultaneously).
- A Report from the Executive, covering finance, membership, key areas of progress or issue.
- B Election of Officers and Executive Committee Members
- C Changes to the Constitution
NB Members may put forward their own motions. Please send to the Secretary at democracy@naepp.org.uk first though as they need to be routed via the Governance Sub-Committee which is responsible for managing the AGM.
Notes on Proposed Business Items
Item A Report from the Executive
This will briefly cover the main progress of the organisation since the last AGM. Members are asked to note the contents and may post comments, but it is not intended that there is a formal vote to accept it. Please note that there is an extensive record of NAEPP business on the website in the form of Executive Committee minutes and other papers.
Item B Election of the Officers and Committee Members
Nominations for Officers and Elected Executive Committee Members will be sought.
Elections (ie voting on members) are held only to the extent that they are required ie
- if there is competition for a particular Officer role
- if it seems that too many individuals want to stand as Elected Executive Committee Members
Once Officer roles and other Executive Members have been established, existing officers and elected Executive Committee members stand down and the newly elected people take over.
The process here asuumes one week for nominations and one week for elections (if required).
Item C Changes to the Constitution
This continues to evolve to reflect our experience of running the organisation. Some changes are required to bring it up to date.
o0o
Please feel free to contact me at democracy@naepp.org.uk in the event of any queries abuot the foregoing.
David Gibbens
NAEPP (Policy and Support/Secretary)
On behalf of the Governance Sub-Committee of the Executive
National Association of Empty Property Practitioners
PO Box 703, Exeter, EX1 9PX
Tel.: 0844 736 5 73
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