EXTRAORDINARY GENERAL MEETING GUIDELINES
Along with the agenda for the Extraordinary General Meeting, we include these brief guidelines on the General meeting, including proxy voting which we hope you will find helpful. These guidelines are taken from the Society’s Memorandum and Articles of Association which are posted on the Poetry Society’s website Why are we now calling this an Extraordinary General Meeting?
The Memorandum and Articles of Association refer to General Meetings; we are advised that these are in fact one and the same thing. Who is entitled to attend the Extraordinary General Meeting?
All fully paid up members, including Honorary Members, Patrons and Vice Presidents, can attend and speak at the Extraordinary General Meeting. Membership is not transferable.
There are three wheelchair spaces available in the Lecture Hall; if you need a wheelchair space, please let Paul McGrane know – email@example.com or by phoning 020 7420 9880. Who can chair the meeting?
The Chair of the Board of Trustees should chair the meeting, as outlined in Article 38 of the Memorandum.
The requisition asked the Board to appoint an independent Chair. As we have already said in a message to all members, the Memorandum and Articles of Association do not allow for this but we do believe it will be helpful to have an independent facilitator to take members’ questions during the meeting. Who can ask questions at the meeting?
All fully-paid up members, Honorary Members, Patrons and Vice Presidents, can ask questions at the meeting. We intend that the meeting’s facilitator will take on this part of the meeting. Roving microphones will be available. Votes
If a vote is taken at the meeting, every fully-paid up member has a vote and it is done by a show of hands.
Either the Chair or at least two members present in person or by proxy can call for a poll if they feel it preferable to a show of hands, in which case voting cards will be available. Proxy votes
If you can’t attend the meeting, you can appoint the Chair or a fully-paid up member to act as your proxy but you do have to complete the proxy form below:
The Poetry Society
22 Betterton Street
London WC2H 9BX
I/We, [NAME] of [ADDRESS] being a member/members of the above named Society, hereby appoint the Chair/member [NAME] as my/our proxy to vote in my/our name[s] and on my/our behalf at the General Meeting of the Society to be held on 22 July 2011 and at any adjournment thereof.
Signed this day of 2011
The proxy form must arrive at The Poetry Society’s office at least 48 hours before the meeting, i.e. by 2.00pm on Wednesday 20 July 2011. It can be posted to the address above or emailed to firstname.lastname@example.org
The Trustees are aware of the very deep feelings all Members have towards this, their Poetry Society. We too are Members and we share many of your concerns, which is why we called this General Meeting: to answer questions and to outline our very exciting future. It is our intention to be as open, as transparent as possible and to answer as many of your questions as possible. We realise there is a measure of grave frustration among many of you due to the silence of Trustees on recent events. As I am sure many of you will realise, there are some constraints on what we can say - these being dictated by legal process amongst other things.
We very much look forward to meeting you on 22nd July and we very much hope this will be the first of many occasions when we can share ideas, hear updates and to underline and enhance the value of the Poetry Society. Yours sincerely Laura Bamford Acting Chair on behalf of Trustees and Members of the Poetry Society
With best wishes, Laura Bamford
Acting Chair on behalf of Trustees of the Poetry Society