BMC AGM 2021: how to vote

Posted by Lucy Valerio on 29/04/2021

This year, the BMC’s AGM is being held virtually using the platform Zoom webinar. You can join us on Saturday 15 May at 9am to have your say on the running of the BMC, from the comfort of your own home.

In light of the on-going Covid-19 crisis the AGM will be entirely online, there is no venue to attend. This is because whilst there may be some easing of the lockdown measures, at the time notice is being given to our members, public gatherings are still prohibited. In addition, the health and well being of our members and staff is paramount.

Voting Portal

Civica Electoral Services (Civica) are administering all the voting for us this year: proxy voting and voting on the day of the AGM.  You will receive an email from Civica (don’t forget to check your junk mail), which provides you with two unique codes to allow you access to the voting website.  You will have three options when you log on to this website, which you must do prior to 5pm Wednesday 12 May (when proxy voting closes):

  1. state you will not attend the AGM and so wish to appoint a Nominated Proxy to vote on your behalf;
  2. state you will attend the AGM, but you want to appoint a Nominated Proxy to vote on your behalf anyway; or
  3. state you will virtually attend the AGM and vote on the day during the AGM.

If you want to attend the AGM, even if you do not want to vote on the day, you must:

  1. on the voting website click one of the options to state you will attend – as this then provides you with the link to register with Eventbrite - and ensure you submit this choice on the Civica voting website; and
  2. register with Eventbrite using the link provided on the Civica voting portal.

This is because Civica will provide a reminder email to all those they know will attend the AGM and vote on the day, and the AGM itself is being hosted using a different platform to the voting website (Zoom).  Also, it means if you do choose option b, but then decide to vote on the day Civica are able to ensure that you have not voted twice, and that only your vote on the day is counted, not your vote by proxy.

If you do not register with Eventbrite then you will not be able to attend the AGM as you will not have a ticket or the dial in details. 

GUIDE: To the AGM voting website

If you do not want to or you are unable to attend the AGM then you tick this option, and this will lead you to the resolutions and elections proposed and you can then appoint a Nominated Proxy and either direct them how to vote, or ask them to use their discretion.  Please be aware of what this means if you appoint the chair of the AGM as your Nominated Proxy – see below for further information. 

If you decide to vote on the day, then you use the same codes provided to you by Civica, and you cast your votes during the AGM once voting is open, or after the AGM before voting closes at 12.30pm.  

Voting

Please note that all votes are cast on the day of the AGM, if you nominate a proxy, this person casts the vote on the day of the AGM, if you decide to attend the AGM then you will log on to the voting portal provided by Civica and cast your vote.  

Voting by proxy

As in previous years you are able to appoint anyone as a Nominated Proxy who will attend the AGM on your behalf and cast your vote on your behalf.  However, due to the virtual nature of this year’s AGM, if you decide to appoint a Nominated Proxy that is not the chair of the AGM, you must provide an email address for them.

Upon appointing a Nominated Proxy you are able to direct them how you want your vote to be cast at the AGM.  You do this by ticking the appropriate box – ‘for’ ‘against’ or ‘abstain’ or in the case of the election for the Nominated Director and Nationally Elected Councillor – hill walking, who you want to elect.  If you choose ‘abstain’ this is not a vote in law and won’t be counted in the calculation of the proportion of votes ‘for’ and ‘against’ a resolution, or in the number of votes cast for a candidate standing in the elections. 

You can also gift your Nominated Proxy the ability to vote on a resolution or election using their discretion by ticking the box ‘Discretionary’.  A discretionary proxy can’t then use that vote to abstain.

If you do tick ‘discretionary’, Civica will need to contact your Nominated Proxy before the AGM, which is why you must provide an email address for your Nominated Proxy if they are not the chair of the AGM. Civica will email your Nominated Proxy a fillable PDF proxy poll card, which they will have to complete and return to Civica prior to the time and date set out on the poll card.

Important:  If you do not tick any of the boxes next to a resolution or election, then you will be deemed to have granted your Nominated Proxy a discretionary vote.

If you are a member, or you know of a member, who does not have access to the necessary technology to attend the AGM or access the voting website, then you can email our company secretary to request a hard copy proxy voting paper, lucy@thebmc.co.uk.  Please do this as soon as possible, as the form will need to be returned to the office by Wednesday 12 May.  

Voting on the day

Individual resolutions and elections will not be read out, and then voted on.  If you decide to vote on the day, voting will open half way through the AGM and close half an hour after the meeting closes. You will have access to all the resolutions and elections and you will have the choice to vote ‘for’ ‘against’ or ‘abstain’. 

If you choose ‘abstain’ this is not a vote in law and won’t be counted in the calculation of the proportion of votes ‘for’ and ‘against’ a resolution, or in the number of votes cast for a candidate standing in the elections.

Don’t forget you need to tell Civica you want to attend the AGM by ticking the appropriate option on the voting portal, and also register with Eventbrite to get access to the link for the AGM itself, and you need to do this before 5pm Wednesday 12 May.

READ: What it means to appoint the chair of the AGM a discretionary proxy

Virtually Attending the AGM

If you tick a box on the voting website stating you intend to virtually attend the AGM, you will be provided with an URL, which will take you to the Eventbrite registration page.  Please complete this form to register for a ticket to virtually attend the AGM.  Once you have a ticket, you will be sent a confirmatory email from Eventbrite with details of your order.  Please check your junk mail folder for this email.

On the email from Eventbrite stating you have tickets, you will be able to see ‘View event details’, click on this and log on to Eventbrite and you will be able to see the screen below.  On the day of the AGM you will access your ticket and get to the screen below and then click on either ‘Join now’ or ‘Open in Zoom’, as circled below.

The actual AGM will start at 9am, but as set out on the agenda, you can log on at 8am to watch A Dream of Edwin Drummond a film by Paul Diffley.

Voting on the day won’t be like a normal AGM with the resolutions being read out and then voted on, or those being elected being allowed to speak, instead voting will open at 10.30am when you can then log on to the voting website using the codes sent to you by Civica when they emailed you the notice. Once you log on to the voting website you can then vote on all the resolutions and elections. Voting will close at 12.30pm.  

There will be two Q&A sessions for members during which you will be asked to type any questions you have into the Q&A box.  Members can then upvote questions, so that they move to the top of the list. This is useful if another member has asked a question you would also like to ask.  The questions will either be read out to the Board, or we will unmute you, particularly if you have a follow up point on the answer provided.

Documentation

Below are various documents in relation to the resolutions and elections, together with the Notice of AGM, the agenda and also the Annual Governance Statement. As a Tier 3 Sport England funded organisation, we are bound by the Code for Sports Governance and one of the requirements is to produce an annual governance statement. It isn’t being voted on at the AGM, it’s just for information.

Notice and Agenda of BMC’s AGM 2021

Annual Governance Statement

Resolution 2 – Minutes from AGM 13 June 2020

Resolution 3 – Annual Report

Resolution 3 – Annual Accounts for the year end 31 December 2020

Resolution 4 – re-appointment of Hurst Accountants Limited as auditors

Resolution 5 – appointment of Paul Drew as Chair

Resolution 6 – appointment of Caroline Worboys as an Independent Director

Resolution 7 – appointment of Flavia Alzetta as an Independent Director

Resolution 8 – appointment of Diane Hopper as an Independent Director

Resolution 9 – appointment of Carl Spencer as a Council Nominated Director

Resolution 10 – appointment of Peter Salenieks as a Council Nominated Director

Resolution 11 – Members’ Council Terms of Reference

Resolution 11 – Supporting paper to Members’ Council ToR

Resolution 12 – Area Terms of Reference

Resolution 13 – Amendments to the Articles of Association

Resolution 13 – Reasons for amendments to the Articles of Association

Documentation and videos/audio for the candidates standing for the elected positions can be found here



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Anonymous User
13/05/2021
sorry I missed the voting deadline of 12 May 2021. I just want to say for what it is worth that I am in favour of all the Resolutions both those requiring a decision and those for information. And the BMC is doing a good job in difficult circumstances and has my goodwill and best wishes. The videos on being a better climber should be required viewing by anyone returning to climb indoors post-Covid.

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